Data Guide Overview: - Wa



Behavioral Health Data SystemBehavioral Health Supplemental Transaction Data GuideVERSION: 3.0PUBLISH DATE: 8/30/2019APPROVE DATE: 8/30/2019EFFECTIVE DATE: 4/1/2020LAST UPDATED: 8/30/2019Table of Contents TOC \o "1-2" \h \z \u Data Guide Overview: PAGEREF _Toc17495886 \h 9Overview PAGEREF _Toc17495887 \h 9Terminology Guide PAGEREF _Toc17495888 \h 9Document Use Guide PAGEREF _Toc17495889 \h 10Navigation PAGEREF _Toc17495890 \h 10Nationally Accepted Health Information Technology (HIT) Code Crosswalk: PAGEREF _Toc17495891 \h 10General Considerations of Guide PAGEREF _Toc17495892 \h 11Reporting Organization PAGEREF _Toc17495893 \h 11Service Episodes PAGEREF _Toc17495894 \h 11Data File Format PAGEREF _Toc17495895 \h 12Key Fields PAGEREF _Toc17495896 \h 12SFTP Accounts PAGEREF _Toc17495897 \h 12Blanks/Unknowns PAGEREF _Toc17495898 \h 12Add/Change Status PAGEREF _Toc17495899 \h 12Special Characters PAGEREF _Toc17495900 \h 12Appendices PAGEREF _Toc17495901 \h 13Summary of Transactions PAGEREF _Toc17495902 \h 14Header - 000.01 PAGEREF _Toc17495903 \h 20Cascade Merge – 130.04 PAGEREF _Toc17495904 \h 21Cascade Delete – 131.04 PAGEREF _Toc17495905 \h 22Client Demographics – 020.08 PAGEREF _Toc17495906 \h 23Client Address – 022.03 PAGEREF _Toc17495907 \h 24Client Profile – 035.10 PAGEREF _Toc17495908 \h 25Authorization – 023.03 PAGEREF _Toc17495909 \h 27Service Episode – 170.06 PAGEREF _Toc17495910 \h 28Program Identification – 060.06 PAGEREF _Toc17495911 \h 30Co-occurring Disorder – 121.05 PAGEREF _Toc17495912 \h 31ASAM Placement – 030.03 PAGEREF _Toc17495913 \h 33DCR Investigation – 160.05 PAGEREF _Toc17495914 \h 34ITA Hearing – 162.05 PAGEREF _Toc17495915 \h 37Substance Use – 036.04 PAGEREF _Toc17495916 \h 38Funding – 140.01 PAGEREF _Toc17495917 \h 39Identifiers PAGEREF _Toc17495918 \h 42SUBMITTER ID PAGEREF _Toc17495919 \h 42Client ID PAGEREF _Toc17495920 \h 43Provider NPI PAGEREF _Toc17495921 \h 44Batch Number PAGEREF _Toc17495922 \h 45Batch Date PAGEREF _Toc17495923 \h 46Cascade Merge PAGEREF _Toc17495924 \h 47Client ID to Keep PAGEREF _Toc17495925 \h 47Client ID to Void PAGEREF _Toc17495926 \h 47Common Transaction Elements: PAGEREF _Toc17495927 \h 49Effective Date PAGEREF _Toc17495928 \h 49Source Tracking ID PAGEREF _Toc17495929 \h 50Client Demographics 020.07 PAGEREF _Toc17495930 \h 51First Name PAGEREF _Toc17495931 \h 51Middle Name PAGEREF _Toc17495932 \h 52Last Name PAGEREF _Toc17495933 \h 53Alternate Last Name PAGEREF _Toc17495934 \h 54Social Security Number PAGEREF _Toc17495935 \h 55Birthdate PAGEREF _Toc17495936 \h 56Gender PAGEREF _Toc17495937 \h 57Hispanic Origin PAGEREF _Toc17495938 \h 59Primary Language PAGEREF _Toc17495939 \h 61Race(s) PAGEREF _Toc17495940 \h 62Sexual Orientation PAGEREF _Toc17495941 \h 65Client Address 022.02 PAGEREF _Toc17495942 \h 67Address Line 1 PAGEREF _Toc17495943 \h 67Address Line 2 PAGEREF _Toc17495944 \h 68City PAGEREF _Toc17495945 \h 69County PAGEREF _Toc17495946 \h 71State PAGEREF _Toc17495947 \h 73Zip Code PAGEREF _Toc17495948 \h 75Facility Flag PAGEREF _Toc17495949 \h 75Client Profile 035.09 PAGEREF _Toc17495950 \h 77Profile Record Key PAGEREF _Toc17495951 \h 77Education PAGEREF _Toc17495952 \h 78Employment PAGEREF _Toc17495953 \h 82Marital Status PAGEREF _Toc17495954 \h 84Parenting PAGEREF _Toc17495955 \h 86Pregnant PAGEREF _Toc17495956 \h 87Smoking Status PAGEREF _Toc17495957 \h 89Residence PAGEREF _Toc17495958 \h 91School Attendance PAGEREF _Toc17495959 \h 93Self Help Count PAGEREF _Toc17495960 \h 94Used Needle Recently PAGEREF _Toc17495961 \h 96Needle Use Ever PAGEREF _Toc17495962 \h 97Military Status PAGEREF _Toc17495963 \h 98SMI/SED Status PAGEREF _Toc17495964 \h 99Authorization 023.02 PAGEREF _Toc17495965 \h 101Authorization Decision Date PAGEREF _Toc17495966 \h 101Authorization ID PAGEREF _Toc17495967 \h 102Authorization Start Date PAGEREF _Toc17495968 \h 103Authorization End Date PAGEREF _Toc17495969 \h 104Authorization Decision PAGEREF _Toc17495970 \h 105Service Episode 170.05 PAGEREF _Toc17495971 \h 106Episode Record Key PAGEREF _Toc17495972 \h 106Service Episode Start Date PAGEREF _Toc17495973 \h 107Service Episode End Date PAGEREF _Toc17495974 \h 108Service Episode End Reason PAGEREF _Toc17495975 \h 109Service Referral Source PAGEREF _Toc17495976 \h 111Date of first offered appointment PAGEREF _Toc17495977 \h 112Medication-Assisted Opioid Therapy PAGEREF _Toc17495978 \h 113Program Identification 060.05 PAGEREF _Toc17495979 \h 114Program ID Key PAGEREF _Toc17495980 \h 114Program ID PAGEREF _Toc17495981 \h 116Program Start Date PAGEREF _Toc17495982 \h 121Program End Date PAGEREF _Toc17495983 \h 122Entry Referral Source PAGEREF _Toc17495984 \h 123Program End Reason PAGEREF _Toc17495985 \h 124Co-occurring Disorder 121.04 PAGEREF _Toc17495986 \h 125GAIN-SS Date PAGEREF _Toc17495987 \h 125Screen Assessment Indicator PAGEREF _Toc17495988 \h 126Co-Occurring Disorder Quadrant Assessment PAGEREF _Toc17495989 \h 127Co-Occurring Disorder Screening (IDS) PAGEREF _Toc17495990 \h 128Co-Occurring Disorder Screening (EDS) PAGEREF _Toc17495991 \h 130Co-Occurring Disorder Screening (SDS) PAGEREF _Toc17495992 \h 132ASAM Placement 030.02 PAGEREF _Toc17495993 \h 133ASAM Assessment Date PAGEREF _Toc17495994 \h 133ASAM Level Indicated PAGEREF _Toc17495995 \h 134DCR Investigation 160.04 PAGEREF _Toc17495996 \h 138Investigation Start Date PAGEREF _Toc17495997 \h 138Investigation Start Time PAGEREF _Toc17495998 \h 139Investigation County Code PAGEREF _Toc17495999 \h 140Investigation Outcome PAGEREF _Toc17496000 \h 142Detention Facility NPI PAGEREF _Toc17496001 \h 144Legal Reason for Detention/Commitment PAGEREF _Toc17496002 \h 145Return to Inpatient/ Revocation Authority PAGEREF _Toc17496003 \h 146DCR Agency NPI PAGEREF _Toc17496004 \h 147Investigation Referral Source PAGEREF _Toc17496005 \h 148Investigation End Date PAGEREF _Toc17496006 \h 150ITA Hearing 162.04 PAGEREF _Toc17496007 \h 151Hearing Date PAGEREF _Toc17496008 \h 151Hearing Outcome PAGEREF _Toc17496009 \h 152Hearing County Code PAGEREF _Toc17496010 \h 154Substance Use 036.02 PAGEREF _Toc17496011 \h 156Substance (1, 2, 3) PAGEREF _Toc17496012 \h 156Age at First Use (1, 2, 3) PAGEREF _Toc17496013 \h 158Frequency of Use (1, 2, 3) PAGEREF _Toc17496014 \h 159Peak Use (1, 2, 3) PAGEREF _Toc17496015 \h 161Method (1, 2, 3) PAGEREF _Toc17496016 \h 162Date of Last Used (1, 2, 3) PAGEREF _Toc17496017 \h 163Funding 140.01 PAGEREF _Toc17496018 \h 164Type of Funding Support PAGEREF _Toc17496019 \h 164Source of Income/Support PAGEREF _Toc17496020 \h 164Block Grant Funded Services PAGEREF _Toc17496021 \h 165Appendix A: Document History PAGEREF _Toc17496022 \h 167Appendix B: Error Codes PAGEREF _Toc17496023 \h 168Error Code Directory PAGEREF _Toc17496024 \h 168Appendix C: Entity Relationship Diagram (ERD) PAGEREF _Toc17496025 \h 172Appendix D: Process Flow Chart PAGEREF _Toc17496026 \h 173Appendix E: Submission Instructions PAGEREF _Toc17496027 \h 174Appendix F: Instructions for submitting Site ID in P1 PAGEREF _Toc17496028 \h 175Appendix G: Primary Language Code List PAGEREF _Toc17496029 \h 178Appendix H: Nationally Accepted HIT Code References PAGEREF _Toc17496030 \h 189Appendix I: Provider Entry Portal (PEP) PAGEREF _Toc17496031 \h 190Appendix J: Criminal Justice Treatment Account (CJTA) PAGEREF _Toc17496032 \h 190BHDS Glossary PAGEREF _Toc17496033 \h 191Data Guide Overview:OverviewThe Washington State health care purchasing mechanism, driven by state law and implemented under federal rules, required the integration of both mental health (MH) and substance use disorder (SUD) (also known as chemical dependency) into a behavioral healthcare model. This behavioral healthcare model was a first step toward a larger integration of behavioral health services with physical healthcare by January 1, 2020, known as Integrated Managed Care (IMC). These innovative changes have also given rise to a change from a fee-for-service to a managed care model for SUD treatment services.The Behavioral Health Data Consolidation (BHDC) project developed and implemented a combined behavioral healthcare model, ultimately incorporating integrated behavioral health data collection, storage, and supporting reporting functions and substance abuse data collection into a database called the Behavioral Health Data System (BHDS). The BHDS includes data from two legacy systems:The Treatment and Assessment Reports Generation Tool (TARGET), covering SUD clients and services.The Mental Health Consumer Information System (MH-CIS), covering community mental health clients and services.This data guide contains reporting requirements for the collective Managed Care Organizations (MCOs), which includes Behavioral Health Administrative Services Organizations (BH-ASOs) and the Managed Care Organizations operating in the IMC regions, to meet the Health Care Authority’s Division of Behavioral Health and Recovery’s (DBHR) state and federal reporting requirements related to funding. This data guide can be found at along with prior versions of the data guide and additional resources needed to submit the BHDS data. This data guide enumerates and explains each of the fields in each of the transactions that are submitted directly to HCA. MCOs are also required to submit both Service Encounters through the ProviderOne Medicaid billing system and the behavioral health supplemental transaction. BHDS will join its data with Service Encounter data and other data sources for analysis and reporting. This data guide does not address ProviderOne encounter data submission; however, it can be found at in the Service Encounter Reporting Instructions (SERI) guide.Terminology GuideTerminology used in this data dictionary is within the context of this data system and may differ between the clinical mental health (MH) and SUD definitions. Definitions are defined in the glossary in the context of this guide. The database that houses submission of data will be referred to as the BHDS, which stands for the Behavioral Health Data System (BHDS). Data submissions to BHDS are referred to as Behavioral Health Supplemental Transactions. The Health Care Authority (HCA) division receiving information will be referred to as DBHR which stands for Division of Behavioral Health and Recovery. The organizations submitting the data to DBHR will be referred to collectively as MCOs, meaning the Behavioral Health Administrative Services Organizations (BH-ASOs), and Managed Care Organizations operating in the IMC regions.The providers or entities providing services directly to clients in the community will be referred to as Provider Agencies or agency. These agencies collect and pass data on to MCOs for ultimate submission into the BHDS. The people in the community needing and receiving behavioral health services to include SUD and mental health will be referred to as clients. While there may be differences between clinical terms in Mental Health field and SUD to describe the same item, this guide will use single terms agreed upon by the organizations. An example of this is in the SUD field; clinical evaluation of the patient for the purposes of forming a diagnosis and plan of treatment is called an assessment, but in the Mental Health field it could be called an intake. This data guide will use the term assessment for this activity. All agreed upon terminology is defined in the glossary. Document Use GuideTo find a data element in this data guide, you can Ctrl + Click on the element listed under its corresponding transaction in the Table of Contents. You can return to the table of contents by Ctrl + Click on the link in each header.NavigationTo easily navigate through the document in MS Word go to the View Menu and select Navigation Pane. Using this pane you can then expand and collapse sections, and search the document. Nationally Accepted Health Information Technology (HIT) Code Crosswalk:The BHDS data guide contains tables that crosswalks available nationally accepted Health IT vocabulary codes to data elements in the BHDS. The BHDS will NOT accept data elements submitted using these national vocabulary codes. Rather, the Health Care Authority (HCA)/DBHR are making available these crosswalks to support BH providers’ use of interoperable health information technology systems and tools. We anticipate that BH providers will increasingly use interoperable HIT systems, including certified electronic health records (EHRs). Certified EHRs required use of certain HIT standards to support interoperability. The goal of HCA/DBHR in making available these crosswalks is to support BH providers who use certified EHRs to re-use data elements captured in their EHRs and more efficiently create required reports. The crosswalks link certain BHDS data elements to nationally accepted HIT vocabulary codes required by the Federal Government for use in certified EHRs. The HIT vocabulary code sets referenced in the BHDS Guide are listed and described in Appendix H.Each data element contains the following information: ContentInformationExampleData Element NameName of data elementASAM Level IndicatedEffective DateDate data element became effective for use4/1/2017Category/ SectionThis is the transaction that the element is submitted in.Return to Table of ContentsLink to Table of ContentsDefinitionDefines what data element pertains toCode ValuesDefines the list of allowed values, with definition if necessaryCode Values:CodeValueDefinitionHistorical Code ValuesDefines the list of previously allowed values that are now disabled for useHistorical Code Values:CodeValueEffective Start DateEffective End DateNationally Accepted HIT Code Crosswalk:Defines the crosswalk to nationally accepted standards as a reference for HIT interoperabilityData UseDefines how data is used This data is collected for the federal Substance Abuse and Mental Health Services Administration (SAMHSA) Treatment Episode Data Set (TEDS) block grant, or used for program management.Field FormatDefines the length, character type, and whether it is an identity value, required, allows nulls, or any other special conditionsValidationLists validations that would cause errors in the dataHistoryLists the date and any changes to the data, including any clarificationsmm/dd/yyyy: Decision to change the data element name from xxxx to yyyyNotesAny notes not covered in other areasGeneral Considerations of GuideReporting OrganizationThere is a requirement that the servicing organization reports. The servicing organization provides the service, and the responsible organization is the one that has the client. The requirement is that each MCO and BH-ASO works with their provider agencies and other organizations to ensure all service encounters, including residential and evaluation and treatment services, are reported through ProviderOne and all related service information is reported in accordance with this data guide and applicable contract (e.g. service episode transactions, client demographics, etc.).Service EpisodesCore to the business process is the concept of service episode. A service episode may be thought of as a container of services, which can be MH programs or SUD programs, a group of SUD programs that are related, or a combination of both MH and SUD services. The key boundary is that the services can only be provided by a single agency/provider. On the other hand, SUD programs occur within a single modality of service. For federal and block grant reporting requirements, the Program ID element includes SUD modalities. This forces a new program to start and end when any of the SUD modalities of service (as listed in the Program ID element) changes, regardless of whether or not provider agency or location changed. A service episode is required for every MH outpatient or when a client enrolls in any program listed in the program ID for a single agency/provider. A service episode can be opened for services outside of those requirements.Data File FormatThe file specifications are left justified, tab-delimited text files with Windows style row delimiters (Carriage Return/Line Feed CR. LF). The order of elements reported will match the order of elements as prescribed for each transaction in the Transactions and Definitions section of this document. If there are multiple changes to the same record in a file, deletions will be processed first, then they will be processed in the order they appear in the file. Transactions will not process if primary keys are invalid, and/or required elements are left blank. Many of the transactions will not process without the demographic transaction successfully processing. Each transaction will be submitted via SFTP using an account given by HCA. Key FieldsKey fields are unique identifiers for an instance of the transaction. These fields are assigned by the submitter system. For example, the PROGRAM ID KEY field identifies each time a client is enrolled in a program. A client that is enrolled in the same program two different times would have two different records with two different keys. The key field is use to uniquely identify different instances while avoiding having additional fields such as start date be contained in the primary key. This same concept applies to all fields with key in the field name.SFTP AccountsEach reporting organization will be given two accounts, one is test (hca-organizationname-test) and the other is production (hca-organizationname). There must be one or two specific individuals accountable for the security of these accounts. These individuals will be the ones receiving the password reset emails, and able to reset passwords for these accounts. These accounts are used to log into the two corresponding SFTP sites (test and prod). Account password resets are to be sent as a service request to HCA service desk by authorized individuals. Blanks/UnknownsPlease follow any guidance provided in Transactions or Elements regarding the use of “unknown” or leaving fields blank. Add/Change Status For any transaction where an Add status or Change status is submitted, the system will check to see if the record exists and add/or change accordingly even if the status is submitted incorrectly. Example: If a transaction is submitted as “Change”, and there is no record to update the change status will be treated as an “Add.” If the transaction is submitted as “Add” and a record already exists, the transaction will be treated as a change. Deletes will always delete the record unless the record does not exist, in which case an error message will be returned.Special CharactersPlease follow any guidance provided in Transactions or Elements regarding the use of special characters. Except when specified, avoid using special characters.AppendicesThe appendices in this section will contain other information to help understand the data including glossary, error codes, and relationships. A description of each appendix is available on the appendix page. Transaction DefinitionsSummary of TransactionsDefinition:This chapter summarizes all of the transactions that MCOs can send in to HCA, based on the scope of their service delivery. R = Required, C = Conditionally Required, Blank = Not RequiredTable Heading Definitions:Transactions: Name of Behavioral Health Supplemental TransactionData Elements: Data elements contained in each transaction [only bolded elements are required with a required transaction; other elements can be provided if obtained]Assessment: Pre-Intake for MH or Assessment for SUDMH: Mental HealthSUD: Substance Use Disorder (includes out patient, intensive outpatient, and all types of residential)SUD-WMS: SUD Withdrawal Management Services (as defined by Washington Administrative Code 246-341-1100)Program End Reason or Service Episode End ReasonTransactionData ElementsAssessmentAuthorizationMHSUDSUD WMSProgram End/ Service Episode EndHeaderEffective Date:04/01/2017 SUBMITTER IDRRRRRRBATCH NUMBERBATCH DATECascade DeleteEffective Date:04/01/2017 SUBMITTER ID CLIENT IDCascade MergeEffective Date:04/01/2017 SUBMITTER ID CLIENT ID TO VOIDCLIENT ID TO KEEPClient DemographicEffective Date:04/01/2017 SUBMITTER IDR RRC (only bolded items)CLIENT IDEFFECTIVE DATEFIRST NAME MIDDLE NAMELAST NAME ALTERNATE LAST NAMESOCIAL SECURITY NUMBERBIRTHDATEGENDERHISPANIC ORIGINPRIMARY LANGUAGERACE(S)SEXUAL ORIENTATIONSOURCE TRACKING IDClient AddressEffective Date:04/01/2017 SUBMITTER IDRRRCCLIENT IDEFFECTIVE DATEADDRESS LINE 1 ADDRESS LINE 2CITY COUNTY STATE ZIP CODE SOURCE TRACKING IDClient ProfileEffective Date:04/01/2017 SUBMITTER IDC (only bolded elements are required, other elements can be provided if obtained)RCLIENT IDPROVIDER NPI PROFILE RECORD KEYEFFECTIVE DATEEDUCATIONEMPLOYMENTMARITAL STATUSPARENTINGPREGNANT SMOKING STATUSRESIDENCE SCHOOL ATTENDANCESELF HELP COUNTUSED NEEDLE RECENTLYNEEDLE USE EVER MILITARY SERVICESMI/SEDSOURCE TRACKING IDProgram Identification Effective Date:04/01/2017 SUBMITTER IDC (only MH related programs)C (all SUD modalities)CLIENT IDPROVIDER NPI PROGRAM ID KEYPROGRAM IDPROGRAM START DATEPROGRAM END DATEENTRY REFERRAL SOURCE PROGRAM END REASONSOURCE TRACKING IDCo-occurring DisorderEffective Date:04/01/2017 SUBMITTER IDRRRCLIENT IDPROVIDER NPIGAIN-SS DATE SCREEN ASSESSMENT INDICATORCO-OCCURRING DISORDER SCREENING (IDS)CO-OCCURRING DISORDER SCREENING (EDS)CO-OCCURRING DISORDER SCREENING (SDS)CO-OCCURRING DISORDER ASSESSMENT SOURCE TRACKING IDAuthorizationEffective Date:04/01/2017 SUBMITTER IDRRRRPROVIDER NPICLIENT IDAUTHORIZATION ID AUTHORIZATION DECISION DATEAUTHORIZATION START DATEAUTHORIZATION END DATEAUTHORIZATION DECISIONASAM PlacementEffective Date:04/01/2017 SUBMITTER IDRRRCLIENT ID PROVIDER NPIASAM RECORD KEYASAM ASSESSMENT DATEASAM LEVEL INDICATEDDCR Investigation Effective Date:04/01/2017 SUBMITTER IDCCLIENT IDINVESTIGATION START DATEINVESTIGATION START TIMEINVESTIGATION COUNTY CODEINVESTIGATION OUTCOMEDETENTION FACILITY NPILEGAL REASON FOR DETENTION/COMMITMENTRETURN TO INPATIENT/REVOCATION AUTHORITYDCR AGENCY NPIINVESTIGATION REFERRAL SOURCEINVESTIGATION END DATESOURCE TRACKING IDITA HearingEffective Date:04/01/2017 SUBMITTER IDCCLIENT IDHEARING DATEHEARING OUTCOMEDETENTION FACILITY NPIHEARING COUNTYSOURCE TRACKING IDService EpisodeEffective Date:04/01/2017 SUBMITTER IDRRRCLIENT IDPROVIDER NPIEPISODE RECORD KEYSERVICE EPISODE START DATESERVCE EPISODE END DATESERVICE EPISODE END REASONDATE OF FIRST OFFERED APPOINTMENTMEDICATION ASISSTED OPIOID THERAPYSERVICE REFERRAL SOURCESubstance UseEffective Date:04/01/2017 SUBMITTER IDRRC (required only for SUD)CLIENT IDPROGRAM IDPROVIDER NPIEFFECTIVE DATESUBSTANCE (1,2,3)AGE AT FIRST USE (1,2,3)FREQUENCY OF USE (1,2,3)PEAK USE (1,2,3)METHOD (1,2,3)DATE LAST USED (1,2,3)SOURCE TRACKING IDFundingEffective Date:04/01/2017 SUBMITTER IDRRRRRRCLIENT IDEFFECTIVE DATETYPE OF FUNDING SUPPORTSOURCE OF INCOME/SUPPORTBLOCK GRANT FUNDED SERVICESSOURCE TRACKING IDHeader - 000.01Section: Transactions & DefinitionsLink to details of transactionDefinition:This transaction is a header and is the first record that goes into the BH supplemental transaction (non 837X12N EDI) batch file. The Header tells what number the batch is, the originator, and the date sent.Transaction ID000.01TypeLengthAllow NullPrimary KeySUBMITTER ID Varchar20NBATCH NUMBERVarchar5NBodyBATCH DATEDatetimeCCYYMMDDNRules:This transaction will not process if the Batch Date does not have a valid date format or the submitting MCO ProviderOne ID does not represent a MCO with authority to submit directly to HCA. A blank batch number will generate an error. Batch number in header must match batch number in the file name.Must submit sequential batch numbersBatch numbers are generated by the MCOValidation:Sequential batch number will be validated for integrity and blanks.Notes: This transaction is required as the first record of each supplemental transaction (non 837X12N EDI) batch file and all batches must be submitted for processing in Batch Number order. There is no action code in this transaction.Example:000.01<tab>105021301<tab>00001<tab>20160930Cascade Merge – 130.04 Section: Transactions & DefinitionsLink to details of transactionDefinition:This transaction will void a Client ID and bar its use in the future. A Client ID is voided when the MCO has established two different identifiers for a single person. The provider agency must identify the Client ID to be voided and also identify the Client ID to reference in its place. Transaction ID130.04TypeLengthAllow NullPrimary KeySUBMITTER ID Varchar20NCLIENT ID TO VOIDVarchar20NBodyCLIENT ID TO KEEPVarchar20NRules:This transaction will not process if the Client ID TO VOID or CLIENT ID TO KEEP is not valid.It will also not process if the Client IDs have been previously voided or the Client IDs are equal.Reports for the voided ID will be displayed under the new ID (the CLIENT ID TO KEEP).Notes: There is no action code in this transaction.This transaction will void the CLIENT ID TO VOID; the merge will update records to the new CLIENT ID TO KEEP. However encounter records from P1 will become orphaned records and ProviderOne data previously submitted will no longer connect to the BHDS Supplemental Transaction data.Example:130.04<tab> 105021301<tab>Client ID 20chars<tab>Client ID 20chars Cascade Delete – 131.04Section: Functional TransactionsLink to details of transactionDefinition:This transaction allows for the mass deletion of non-encounter records for a given client. This is referred to as a "Full Cascade Delete.” Deletes will always delete the record unless the record does not exist, in which case an error message will be returned.Full Cascade Delete: This type of delete will remove all non-encounter information about a client. Once processed, the Client ID will be voided and not available for future processing. The MCO Administrator may delegate his/her authority to authorize Full Cascade Deletes to someone who maintains their information system.Transaction ID131.04TypeLengthAllow NullPrimary KeySUBMITTER ID Varchar20NCLIENT ID (The ID to be deleted)Varchar20NRules:The transaction will not process if the Client ID is not valid or the Client ID has already been voided. Validation:Validate that the MCO submitting a Cascade Delete transaction is applied for clients within the submitting MCO.Will return an error if delete transaction record does not exist. Verify client ID to be deleted was not already voidedNotes: There is no action code in this transaction.There is no body in this transaction.Full Cascade Delete no longer requires prior DBHR approval.Example:131.04<tab>105021301<tab> Client ID 20chars Client Demographics – 020.08Section: Transactions & DefinitionsLink to details of transactionDefinition:This is the transaction for full demographic data using the Client Unique ID (CUID). The CUID is used by DBHR to link that person’s records across various systems. The elements that constitute a CUID must be successfully processed before any other transaction will be accepted. If “crisis” or pre-intake prevents collection of CUID elements, then the MCO must collect at earliest possible point before submission.Transaction ID:020.08TypeLengthAllow NullACTION CODE:“A” Add“C” ChangeVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT IDVarchar20NEFFECTIVE DATEDatetimeDateNBodyFIRST NAMEVarchar35NMIDDLE NAME Varchar25YLAST NAMEVarchar60NALTERNATE LAST NAMEVarchar60YSOCIAL SECURITY NUMBERVarchar9YBIRTHDATEDatetimeCCYYMMDDNGENDERVarchar2NHISPANIC ORIGINVarchar3NPRIMARY LANGUAGEVarchar3YRACE(S)Varchar18NSEXUAL ORIENTATIONVarchar2NSOURCE TRACKING IDVarchar40YRules:The Client demographic transaction is required before the submission of any other transaction to BHDS and updated upon change.A change is defined as an update to a preexisting record in the database, an add is inserting a record that did not previously exist. Note that the Effective Date is in the Primary Key. To actually update an existing record, the Effective Date must match. If not, a new demographic record will be added and the one with the most current Effective Date will be considered current. Since this transaction does not identify the provider agency and is a single transaction at the MCO level, EQRO will need to understand that not all Provider Agencies within a MCO will have all the data elements in this transaction since for some of the agencies they are not required. For example, a client seen for a DCR Investigation or Withdrawal Management won’t have the non-required data elements. It is understood that the values in data elements Gender, Hispanic Origin, Primary Language, Race, and Sexual Orientation may change based on what the client reports to each provider agency and the changes will be passed to the BHDS without the provider agency identified.Notes:Example:020.08<tab>A<tab>105021301<tab>Client ID 20chars <tab>20160401<tab>JOHN<tab>D<tab> DOE <tab>DOES <tab>1234567890<tab>20000101<tab>02<tab>999<tab>444<tab>999<tab>09<tab> SourceTrackingID 40charsClient Address – 022.03Section: Transactions & DefinitionsLink to details of transactionDefinition:Client’s physical residential address (i.e. where Client lives). Transaction ID:022.03TypeLengthAllow NullACTION CODE:“A” Add“C” Change“D” DeleteVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT IDVarchar20NEFFECTIVE DATEDateCCYYMMDDNBodyADDRESS LINE 1Varchar120NADDRESS LINE 2Varchar120YCITYVarchar50YCOUNTYVarchar5YSTATEVarchar2NZIP CODEVarchar10YFACILITY FLAGVarchar1NSOURCE TRACKING IDVarchar40YRules:Collect Client Address at request for service or at assessment and on change.This transaction will not process if the Demographic Transaction has not been processed.Client’s address of residency is most preferred.If address of residency is not available, then submit the client’s mailing address; if mailing is not available, report address elements available; at a minimum report county, city, and state or zip.If client is homeless or unable to provide an address of residency or mailing address, report what is available, including city, county, and state or zip code. In the case of residence in a tent in the woods, report closest city, county, and state or zip code (or the closest by proximity), but do not report. provider agency as the closest proximity.Follow detail instructions for Address Line 1 outlined in Address Line 1 data element.If the client is staying at a facility, submit the facility address with the facility flag as Y.This transaction is optional for SUD clients in withdrawal management services, but should be reported if possible.If the client’s address of residency is not in U.S., then all body elements are optional (can be left blank), except “STATE” must be reported as “XX” for Unknown or “OT” for Other. Notes:Example:022.03<tab>A<tab>105021301<tab>Client ID 20chars<tab>20160401<tab>Addr Line 1 120chars<tab>Addr Line 2 120chars<tab>Lacey<tab>53067<tab>WA<tab>Zip 10char<tab>SourceTrackingID 40charsClient Profile – 035.10 Section: Transactions & DefinitionsLink to details of transactionDefinition:Additional client characteristics required for all clients. Transaction ID:035.10TypeLengthAllow NullACTION CODE:“A” Add“C” Change“D” DeleteVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT IDVarchar20NPROVIDER AGENCY NPIVarchar10NPROFILE RECORD KEY Varchar38NBodyEFFECTIVE DATEVarchar20NEDUCATIONVarchar2NEMPLOYMENTVarchar2NMARITAL STATUSVarchar2NPARENTING (required for SUBSTANCE USE DISORDER, optional MENTAL HEALTH)Varchar1YPREGNANT (required for SUBSTANCE USE DISORDER, optional MENTAL HEALTH)Varchar1YSMOKING STATUSVarchar2NRESIDENCE Varchar2NSCHOOL ATTENDANCEVarchar1NSELF HELP COUNT (required for SUBSTANCE USE DISORDER, optional MENTAL HEALTH)Varchar2NUSED NEEDLE RECENTLY (required for SUBSTANCE USE DISORDER, optional MENTAL HEALTH)Varchar1NNEEDLE USE EVER (required for SUBSTANCE USE DISORDER, optional MENTAL HEALTH)Varchar1NMILITARY SERVICEVarchar2NSMI/SED STATUSRules:This is collected at admission and discharge (as defined in the Service Episode and Program transaction). Continue to report at least every 90 days or upon change, whichever comes first. If the information has not changed, resubmit existing data at the 90-day period. Notes:Example:035.10<tab>A<tab>105021301<tab>Client ID 20chars <tab>1234567890 <tab>ProfileRecordKey 40chars <tab>20160401<tab>97<tab>97<tab>97<tab>Y<tab>Y<tab>2<tab>97<tab>Y<tab>97<tab>Y<tab>4<tab>97 <tab>SourceTrackingID 40charsAuthorization – 023.03Section: Transactions & DefinitionsLink to details of transactionDefinition:MCO decision regarding a request for authorization for treatment of a client. While this is not needed for the MCO it is still available for remaining BHOs. This transaction is sent every time a new authorization or re-authorization is requested and an authorization decision is made.Transaction ID:023.03TypeLengthAllow NullACTION CODE:“A” Add“C” Change“D” DeleteVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT IDVarchar20NPROVIDER NPIVarchar10NAUTHORIZATION ID Varchar40NBodyAUTHORIZATION DECISION DATEDateCCYYMMDDNAUTHORIZATION START DATEDateCCYYMMDDYAUTHORIZATION END DATEDateCCYYMMDDYAUTHORIZATION DECISIONVarchar2NSOURCE TRACKING IDVarchar40YRules:Only sent if there is an authorization decision made. Transaction is not needed for assessment only and/or a decision request is not sent to the MCO. Notes:Example:023.03<tab>A<tab>105021301<tab>Client ID 20chars<tab>1234567890<tab>20160401<tab>Auth ID 40chars<tab>20160501<tab>20160601<tab>5<tab>SourceTrackingID 40charsService Episode – 170.06Section: Transactions & DefinitionsLink to details of transactionDefinition:This transaction is to be used to identify a time period in which a client is served by a provider agency, based on their contracting MCO’s authorization to pay for those services. Substance Abuse and Mental Health Services Administration (SAMHSA) requires states to report “client level” data annually, so that outcomes can be compared from one year to the next. This requires each state to be able to identify:New clients admitted and discharged during the reporting period? Change in outcome will be measured from admission to the time of dischargeContinuing clients at the beginning and discharged during the reporting period? Change in outcome will be measured from the beginning of reporting period to the time of dischargeNew clients who remain on the caseload at the end of the reporting period? Change in outcome will be measured from admission to the end of the reporting periodContinuing clients at the beginning and end of the reporting period? Change in outcome will be measured from the beginning to the end of reporting periodThis transaction, along with the program ID transaction, is the way for MCO’s to report outpatient treatment episodes of care in a way that allows DBHR to meet their SAMHSA reporting requirements.Transaction ID:170.06TypeLengthAllow NullACTION CODE:“A” Add“C” Change“D” DeleteVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT ID Varchar20NPROVIDER NPIVarchar10NEPISODE RECORD KEYVarchar40NBodySERVICE EPISODE START DATEDateCCYYMMDDNSERVICE EPISODE END DATEDateCCYYMMDDYSERVICE EPISODE END REASON Varchar2YSERVICE REFERRAL SOURCEVarchar2YDATE OF LAST CLIENT CONTACTDateCCYYMMDDYDATE OF FIRST APPOINTMENT OFFEREDDateCCYYMMDDYMEDICATION-ASSISTED OPIOID THERAPYVarchar2NSOURCE TRACKING IDVarchar40YRules:Service episode is required for mental health outpatient and whenever a client enrolls in a program listed in the program ID. Service episode is optional if it is not mental health outpatient and not in the ProgramID list. Examples of these services include: crisis, pre-assessment, or ITA services.No requirement around which MCO reports (service MCO or responsible MCO), but each MCO works with their provider agency and other MCOs to ensure all service encounters (based on services provided to the individual client) are reported through Provider One and all related service information is reported as per this BHDS data guide (e.g. service episode transactions, client demographics, etc.).For Mental Health this transaction is used to report on going outpatient episodes.Notes:Example:170.06<tab>A<tab>105021301<tab>Client ID 20chars<tab>1234567890<tab>Episode Record Key 40chars<tab>20160501<tab>20160601<tab>02<tab>04<tab>SourceTrackingID 40charsProgram Identification – 060.06Section: Transactions & Definitions HYPERLINK \l "_Program_Identification_060.05" Link to details of transactionDefinition:A client identified by an MCO may be enrolled in a special program as identified in the ProgramID element. This transaction will not prevent a client from being in 2 or more different programs at a particular agency or enrolling in programs simultaneously. Traditional mental health outpatient treatment under the managed care system is not a Program that should be reported with this transaction.Transaction ID:060.06TypeLengthAllow NullACTION CODE:“A” Add“C” Change“D” DeleteVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT IDVarchar20NPROVIDER NPIVarchar10NPROGRAM ID KEYVarchar40NBodyPROGRAM IDVarchar3NPROGRAM START DATEDateCCYYMMDDNPROGRAM END DATEDateCCYYMMDDYENTRY REFERRAL SOURCEVarchar2YPROGRAM END REASONVarchar2YSOURCE TRACKING IDVarchar40NRules:This transaction is required upon entry and exit of the programs.If there are services that are not programs listed in the program ID they should not be tracked in this transaction. Concurrent Transactions: Substance Use Clients: Must submit Client Profile, ASAM Placement, and Substance Use transactions with this transaction.Notes:Example:060.06<tab> A<tab>105021301<tab>Client ID 20chars<tab> 1234567890<tab>ProgramIDKey 40 Char<tab>20160401<tab>20160501<tab>97<tab>97<tab>SourceTrackingID 40charsCo-occurring Disorder – 121.05Section: Transactions & DefinitionsLink to details of transactionDefinition:Co-occurring disorder and screening assessment.Transaction ID:121.05TypeLengthAllow NullACTION CODE:“A” Add“C” Change“D” DeleteVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT IDVarchar20NPROVIDER NPIVarchar10NGAIN-SS DATEDateCCYYMMDDNSCREEN ASSESSMENT INDICATORVarchar1NBodyCO-OCCURRING DISORDER SCREENING(IDS) (Required, based on value in Screening Assessment Indicator)Varchar2YCO-OCCURRING DISORDER SCREENING (EDS) (Required, based on value in Screening Assessment Indicator)Varchar2YCO-OCCURRING DISORDER SCREENING (SDS) (Required, based on value in Screening Assessment Indicator)Varchar2YCO-OCCURRING DISORDER ASSESSMENT (Required if the client screens high (2 or higher) on either the IDS or EDS, and on SDS)Varchar2YSOURCE TRACKING IDVarchar40YRules:Required at assessment for all clients.This transaction will not process if the values for the CO-OCCURRING DISORDER SCREENING (IDS), CO-OCCURRING DISORDER SCREENING (EDS), CO-OCCURRING DISORDER SCREENING (SDS) or CO-OCCURRING DISORDER ASSESSMENT are missing or invalid.There is not an edit requiring the initial EDI service encounter to be processed prior to this transaction.Notes:Example:121.05<tab>A<tab>105021301<tab>Client ID 20chars <tab>1234567890<tab>20160401<tab>B<tab>9<tab>9<tab>9<tab>9<tab>SourceTrackingID 40chars ASAM Placement – 030.03Section: Transactions & DefinitionsLink to details of transactionDefinition:The American Society of Addiction Medicine (ASAM) criteria is the most widely used and comprehensive set of guidelines for placement, continued stay, and transfer/discharge of patients with SUD and co-occurring conditions. ASAM Level Indicated means the ASAM Level as scored on the ASAM placement criteria. Transaction ID:030.03TypeLengthAllow NullACTION CODE:“A” Add“C” Change“D” DeleteVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT IDVarchar20NPROVIDER NPIVarchar10NASAM RECORD KEYVarchar40NBodyASAM ASSESSMENT DATEDateCCYYMMDDNASAM LEVEL INDICATEDVarchar6NRules:Required for all SUD clients, including SUD clients receiving Withdrawal Management Services where an assessment was provided.Not required for SUD services provided prior to an assessment. Required at assessment, admission, and anytime thereafter that it is collected.Must collect and report ASAM when there is a level of care change.Notes:Refer to Service Encounter Reporting Instructions (SERI) for services that may be provided prior to an assessment. Example:030.03<tab>A<tab>105021301<tab> Client ID 20chars<tab>1234567890<tab>ASAMRecordKey 40chars<tab>20160401<tab>OST<tab>SourceTrackingID 40charsDCR Investigation – 160.05Section: Transactions & DefinitionsLink to details of transactionDefinition:A Designated Crisis Responder (DCR) is the only person who can perform an Involuntary Treatment Act (ITA) investigation that results in a detention and revocation. A crisis worker who is not a DCR can initiate this investigation but in order for a detention to take place, it is mandated (RCW 71.05 for adults, RCW 71.34 for children 13 and over) that the DCR investigate and make a determination. Therefore, all investigations reported are derived from the investigation resulting from the findings of a DCR. Do not report investigative findings of the crisis worker unless the crisis worker is also a DCR.The intent of this transaction is to record DCR investigations only. Activities performed by a DCR including crisis intervention, case management, or other activities, while important are not collected by this transaction. Each MCO determines which specific actions come under an investigation. The DBHR recommended criteria for when a DCR activity becomes an 'investigation' is when the decision to investigate has been made and the DCR reads the person his/her rights. The trigger is reading the person his/her rights.This transaction identifies all investigations by the DCR, even if the DCR is also classified as a crisis worker. An investigation can result in: a detention, which is 72 hours; a return to inpatient facility with a revocation of a court ordered less restrictive alternative (LRA) petition filed; a filing of a petition recommending an LRA extension; a referral for voluntary in‐patient or outpatient mental health services, a referral to other community resources; or no action based on mental health needs.Transaction ID:160.05TypeLengthAllow NullACTION CODE:“A” Add“C” Change“D” DeleteVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT IDVarchar20NINVESTIGATION START DATEDateCCYYMMDDNINVESTIGATION START TIMEVarchar4 (HHMM)NBodyINVESTIGATION COUNTY CODEVarchar5NINVESTIGATION OUTCOME (*Code value from table below)Varchar2NDETENTION FACILITY NPIVarchar20YLEGAL REASON FOR DETENTION/COMMITMENT (*Code value from table below)Varchar4NRETURN TO INPATIENT/REVOCATION AUTHORITY (*Code value from table below)Varchar2YDCR AGENCY NPI Varchar20NINVESTIGATION REFERRAL SOURCEVarchar2NINVESTIGATION END DATEDateCCYYMMDDNSOURCE TRACKING IDVarchar40YRules:Only collected for persons being investigated under the Involuntary Treatment Act This transaction is to be used to provide more information about a crisis service that resulted in an investigation. An associated crisis intervention encounter, per the “Involuntary Treatment Investigation” service modality, is expected to be received in an “837P transaction.”There are some code value dependencies based on the Investigation Outcome (required). The following table attempts to clarify those dependencies. Investigation Outcome*CODE MeaningLegal Reason forDetention/Commitment*(Up to 4 Characters)Return toInpatient/RevocationAuthority*InpatientNPI1Detention to MENTAL HEALTH facility (72 hours as identified under the Involuntary Treatment Act, RCW 71.05).A‐D at least one required9Required2Referred to voluntary Outpatient mental health services. Z9Blank/Null3Referred to voluntary Inpatient mental health services. Z9Required4Returned to Inpatient facility/filed revocation petition. A‐D or X at least one required1 or 2 RequiredRequired5Filed petition‐recommending LRA extension. A‐D or X at least one required9Blank/Null6Referred to non‐mental health community resources. Z9Blank/Null7Detention to Secure Detox facility (72 hours as identified under RCW 71.05 on April 1, 2018) A‐D or X at least one required9Blank/Null9OtherZ9Blank/Null10Referred to acute detox. Z9Blank/Null11Referred to sub-acute detox. Z9Blank/Null12Referred to sobering unit. Z9Blank/Null13Referred to crisis triageZ9Blank/Null14Referred to SUD intensive outpatient program. Z9Blank/Null15Referred to SUD inpatient program. Z9Blank/Null16Referred to SUD residential program. Z9Blank/Null17No detention – E&T provisional acceptance did not occur within statutory timeframes Z9Blank/Null18No detention – Unresolved medical issues A‐D or X at least one required9Blank/Null19Non-emergent detention petition filed Z9Blank/Null20Did not require Mental Health or Substance Use Disorder servicesZ9Blank/Null22Petition filed for outpatient evaluation A‐D or X at least one required9Blank/Null23Filed petition recommending AOT extension Z9Blank/Null24No detention – Secure Detox provisional acceptance did not occur within statutory timeframesZ9Blank/NullNotes:Example:160.05<tab>A<tab>105021301<tab>Client ID 20chars <tab>20160401<tab>20160601 <tab>53067<tab>23<tab>1234567890<tab>Z<tab>9<tab>1234567890<tab>10<tab>20160701 <tab>SourceTrackingID 40charsITA Hearing – 162.05Section: Transactions & DefinitionsLink to details of transactionDefinition:This transaction documents each hearing under the Involuntary Treatment Act (ITA) filed in a specific county. This excludes filings at a state hospital. If multiple hearings are held for the same person on the same day, record the decision of the court for the most recent hearing. If no decision is made at a hearing and the case is continued to another day, do not record the result of that hearing. Record only those hearings where a court makes a decision, such as to commit, revoke, conditionally release, or dismiss. It is the responsibility of the MCO, where the investigation occurred, to ensure that if they report an investigation resulting in a detention, where a petition for a hearing also occurred for that client, that the associated ITA Hearing is also reported to DBHR. The ITA Hearing transaction should be submitted by the MCO in which the hearing occurred. This may be different than the MCO who reported the ITA Investigation. This transaction reporting expectation is within 24 hours of the MCO receiving this information due to the importance of this data. This is an exception to the standard contract terms for data reporting timeliness.Transaction ID:162.05TypeLengthAllow NullACTION CODE:“A” Add“C” Change“D” DeleteVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT IDVarchar20NHEARING DATEDateCCYYMMDDNBodyHEARING OUTCOMEVarchar2NDETENTION FACILITY NPI (Same as that used in the DCR Investigation transaction)Varchar10YHEARING COUNTYVarchar5NSOURCE TRACKING IDVarchar40YRules:Only collected for persons being investigated under the Involuntary Treatment Act Valid hearing date, client ID, hearing county, and hearing outcome are required.Concurrent Transactions: DCR Investigation 160.05Notes:Example:162.05<tab>A<tab>105021301<tab>Client ID 20chars<tab>20160401 <tab>13<tab>1234567890<tab>53067<tab>SourceTrackingID 40charsSubstance Use – 036.04Section: Transactions & DefinitionsLink to details of transactionDefinition:A client history of substance specific information. This transaction captures substances that the client is currently on, and does not include any substances the client may have started during the course of treatment. Updates are allowed if inaccurate information is reported or not disclosed initially by the client and discovered at a later date. Transaction ID:036.04TypeLengthAllow NullACTION CODE:“A” Add“C” Change“D” DeleteVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT ID Varchar20NPROVIDER NPIVarchar10NPROGRAM IDVarchar3NEFFECTIVE DATEDateCCYYMMDDNBodySUBSTANCE (1)Varchar2NAGE AT FIRST USE (1)Varchar2NFREQUENCY OF USE (1)Varchar2NPEAK USE (1)Varchar2NMETHOD (1)Varchar2NDATE LAST USED (1)DateCCYYMMDDYSUBSTANCE (2)Varchar2YAGE AT FIRST USE (2)Varchar2NFREQUENCY OF USE (2)Varchar2NPEAK USE (2)Varchar2NMETHOD (2)Varchar2NDATE LAST USED (2)DateCCYYMMDDYSUBSTANCE (3)Varchar2YAGE AT FIRST USE (3)Varchar2NFREQUENCY OF USE (3)Varchar2NPEAK USE (3)Varchar2NMETHOD (3)Varchar2NDATE LAST USED (3)DateCCYYMMDDYSOURCE TRACKING IDVarchar40YRules:Must be reported at admission, at least every 90 days or upon change whichever comes first and at discharge for all SUD clients. SUD inpatient Provider Agencies are not exempt from reporting.If Substance 2 and 3 are reported, all elements are required, except Source Tracking ID.Must always report effective date with this transaction. Note that the Effective Date is in the Primary Key. To actually update an existing record, the Effective Date must match. If not, a new Substance Use record will be added.The substances reported are left to the clinician’s judgement.The substances must be ranked by relative importance of seriousness of dependency as provided by the client and determined by the clinician. This rank is represented in the order the substances are reported, with (1) having a higher rank of seriousness than (2) or (3).The 3 Substances reported at admission must also be reported at discharge, and at the 90-day updates (whether or not they are still using the substance). Also, the order of the 3 Substances are reported at 90-day updates and discharge must stay the same as that reported at admission.The following must be included for each substance being reported:AGE AT FIRST USE (report only at admission)FREQUENCY OF USEPEAK USEMETHODDATE LAST USEDIf there is no substance 2 or 3, then report “none” for SUBSTANCE (2) and/or SUBSTANCE (3) and leave the respective fields AGE AT FIRST USE, FREQUENCY OF USE, PEAK USE, METHOD and DATE LAST USED blank. Substances 2 and 3 can be updated later if the admission substances were inaccurately reported or not disclosed by the client; however, must be reported consistently (admission to discharge).Notes:Example:036.04<tab>A<tab>105021301<tab>1234567890<tab>Client ID 20chars<tab> 58<tab>20160401<tab>21<tab>99<tab>6<tab>6<tab>5<tab>20160501<tab>20<tab>99<tab>6<tab>6<tab>5<tab>20160601<tab>19<tab>99<tab>6<tab>6<tab>5<tab>20160701<tab>SourceTrackingID 40charsFunding – 140.01Section: Transactions & Definitions HYPERLINK \l "_Funding_040.01" Link to details of transactionDefinition:This transaction documents the type of funding or support the client has and other funding information. Transaction ID:140.01TypeLengthAllow NullACTION CODE:“A” Add“C” Change“D” DeleteVarchar1NPrimary Key:SUBMITTER ID Varchar20NCLIENT IDVarchar20NEFFECTIVE DATEDateCCYYMMDDNBodyTYPE OF FUNDINGVarchar2YSOURCE OF INCOMEVarchar2YBLOCK GRANT FUNDINGVarchar2YSOURCE TRACKING IDVarchar40YRules:This is collected at admission and discharge and update upon change.Notes:Example:140.01<tab>A<tab>105021301<tab>Client ID 20chars<tab>3 <tab>3<tab>SourceTrackingID 40charsData Element DefinitionsData element definitions are classified into sections.IdentifiersSUBMITTER IDSection: IdentifierDefinition:The unique identifier assigned to each MCO by ProviderOne. It is the same identifier used for sending 837 encounters to ProviderOne, called MCO/ Qualified Health Home (QHH) Identifiers. Code Values Not ApplicableRules:Match ProviderOne code for each MCOAccepts 7 or 9-digit ID to account for differences in MCO and BH-ASOFrequency:Collected for each record as identifying record informationData Use:Identifiers are collected at each transaction as a primary key to differentiate transactions by MCOValidation:Unique by MCO23300 Error: MCO ProviderOne ID is not a valid MCO ProviderOne ID. Transaction not posted.History:Notes:SUBMITTER ID applies to both MCOs and BH-ASOs. Client ID Section: IdentifierDefinition:The unique identifier assigned to each client by the MCO/BH-ASO. It is the same identifier used for sending 837 encounters to ProviderOne. Code Values Not ApplicableRules:Required for all clients.Within a given provider agency, the Client ID must be unique to an individual.Frequency:Collected for each record as identifying record information for a clientData Use:Identifiers are collected at each transaction as a primary key to differentiate transactions by clientsUsed for cascade delete and cascade mergeCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Unique by client, by MCOHistory:Notes:Provider NPI Section: IdentifierDefinition:Indicates the provider agency’s National Provider Identifier (NPI) as obtained through federal registration via ProviderOne.Code Values Not ApplicableRules:Provider NPI submitted to BHDS must match ProviderOne registered codeWill be used to obtain the facility code in ProviderOne (2420c Loop – Service Facility Location Name) – Refer to Appendix for Instructions for submitting Site ID in P1Frequency:Provider NPI is collected when transactions need to be joined to ProviderOne data for reporting purposesData Use:Provider NPI is used to join BHDS data with ProviderOne data. It is the only link between the two systems.Validation:Must be valid in ProviderOneHistory: Notes:Batch Number Section: HeaderDefinition:A sequential number assigned to the batch file by the submitting MCOCode Values Not ApplicableRules:When the batch number exceeds 99999, the submitting MCO will reset the batch number to 00001Needs to be filled with leading zerosFrequency:Submitted for each transaction as the header to differentiate submissions by MCOData Use:Batch number is for identifying unique batches by MCOValidation:Cannot be blankRequired for each submissionHistory:Notes:Batch Date Section: HeaderDefinition:Date a batch file of transactions was created by a submitting MCOCode Values Not ApplicableRules:Frequency:Submitted for each transaction as the header to differentiate submissions by MCOData Use:Batch identificationValidation:Cannot be blankRequired for each batchMust be valid dateHistory:Notes:Batch Number and Batch Date will be the same throughout a single submissionCascade MergeClient ID to KeepSection: Cascade MergeDefinition:A string of characters that uniquely identifies the referenced client within the system overseen by the MCO and used only in the cascade merge transaction. This Client ID will replace all instances of the “Client ID to Void” within the BHDS system.Code Values Not ApplicableRules:Required for a cascade merge Frequency:Collected for each record as identifying record information for a clientData Use:Used for cascade mergeValidation:Checks whether ID has been previously voidedHistory:Notes:Client ID to VoidSection: Cascade MergeDefinition:A string of characters that uniquely identifies the referenced client within the system overseen by the MCO and used only in the cascade merge transaction. This will be replaced by the “Client ID to Keep” in all instances of the Client ID within the BHDS system. It will be permanently voided and disallowed for all future transactions. Code Values Not ApplicableRules:Required for a cascade merge Frequency:Collected for each record as identifying record information for a clientData Use:Used for cascade mergeValidation:Checks whether ID has been previously voidedHistory:Notes:Common Transaction Elements:Effective Date Section: Client Demographics, Address Profile, Substance UseDefinition:This field is found in the following transactions and indicates the date the information was applicable. Code Values Not ApplicableRules:Must always be reported within the Client Demographics, Client Address, Client Profile, and Substance Use transactionsWhen found in the primary key of the transaction, this must match the Effective Date of a previous record or changes will not be applied and a new record will be created.Frequency:Collected for each record as identifying record information for a recordData Use:Effective Date is used in the following transactions to record the date the information is applicable/collected:Client DemographicsClient AddressClient ProfileSubstance UseValidation:Cannot be blankRequired for each transaction specifiedMust be valid dateHistory:Notes:Source Tracking ID Section: All TransactionsDefinition:This field is found in most transactions and indicates the record ID from the source system in order for MCO’s to reconcile data to their systems. This is an optional field and was added at the request of the MCOs.Code Values Not ApplicableRules:Does not allow special characters except, Dash(-), Underscore(_), and Period(.). Frequency:Collected for each record as identifying record information for a record in the MCO source systemData Use:Reconcile data to MCO systemsValidation:No validation exists in this elementHistory:Notes:Client Demographics 020.07First Name Section: Client DemographicsDefinition:Indicates the first/informal names of a client as provided by a MCO. Consistency is important, as the last name and first names are both used as elements to uniquely identify the person across the system. Code Values Not ApplicableRules:Required for all clientsFrequency:Collected at request for service if possible, and updated upon change. Data Use:Identify the clientCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:NoneHistory:Notes:Middle NameSection: Client DemographicsDefinition:Indicates the full middle name of the client. Use the full middle name if available, otherwise use the middle initial. Code Values Not ApplicableRules:If no middle name or initial is available, leave blank. Frequency:Collected at request for service if possible, and updated upon change. Data Use:Identify the clientCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:NoneHistory:Notes:Last Name Section: Client DemographicsDefinition:Indicates the surname/family/last name of a client as provided by a MCO. Consistency is important here, because the last name and first names are both used as elements to uniquely identify the person across the system. Code Values Not ApplicableRules:Required for all clientsBoth apostrophes and hyphens are allowedFrequency:Collected at request for service if possible, and updated upon change. Data Use:Identify the clientCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Both apostrophes and hyphens are allowedHistory:Notes:Alternate Last NameSection: Client DemographicsDefinition:Indicates any other last name by which the client may have reported.Code Values Not ApplicableRules:Collect if client has an alternate last name for all clientsIf client has multiple alternate last names, choose oneIf client has no alternate last name leave blank, do not enter “same as above”, “none”, “N/A”, etc.Both apostrophes and hyphens are allowedFrequency:Collected at request for service if possible, and updated upon change. Data Use:Identify the clientCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:NoneHistory:Notes:Social Security Number Section: Client DemographicsDefinition:A number assigned by the Social Security Administration that identifies a clientCode Values Not ApplicableRules:Collect for al clients when possibleLeave blank if unknown or refused Must be a valid Social Security NumberFrequency:Whenever possible or upon changeData Use:Identify the clientUnduplication of clients – identifying clients with same name but different peopleCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Does not allow obvious invalid numbers9 digits of the same number9 sequential ascending or descending numbersMore than 9 charactersHistory:Notes:Birthdate Section: Client DemographicsDefinition:Indicates the date of birth (DOB) of the client. Code Values Not ApplicableRules:If DOB is not available, enter 29991231, this is the value used by the ProviderOne Medicaid Billing system for missing DOB.Frequency:Collected on date of first date of contact or as soon as possible thereafter and updated if corrections neededData Use:Used to derive the client’s ageCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Cannot be blankRequired for client demographics transactionMust be valid date, not in the future, or 29991231History:Notes:GenderSection: Client DemographicsDefinition:Indicates a person's self-identified gender. Code Values:CodeValueDefinition1Female2Male4TransgenderGender identity differs from the sex they were assigned at birth5IntersexPerson born with characteristics of both7Transgender femaleDesignated male at birth but identifies as female: Code as male8Transgender maleDesignated female at birth but identifies as male: Code as female97UnknownUnknown98RefusedPerson refused to answerHistorical Code Values:CodeValueEffective Start DateEffective End DateNationally Accepted HIT Code Crosswalk:ValueLOINC? Answer IDLOINC CommentSNOMED CT?SNOMED CommentHL7 Version 3HL7 CommentFemale 446141000124107FemaleMale446151000124109MaleTransgenderIntersexTransgender female407376001Male-to-Female (MTF)/Transgender Female/Trans Woman.Transgender male407377005Female-to-Male (FTM)/Transgender Male/Trans Man. UnknownRefusedASKUChoose not to discloseRules:Only one option allowed Required for all clientsFrequency:Collected on date of first service or whenever possible and updated if corrections neededData Use:Community Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Cannot be blankRequired for client demographics transactionMust be valid codeHistory:Notes:In a more limited list that only includes: male, female, or unknown, transgender male would be coded as female, and transgender female would be coded as maleHispanic OriginSection: Client DemographicsDefinition:Indicates the Hispanic origin the client associates with (e.g. Mexican, Puerto Rican, Cuban, Central American or South American, or other Spanish origin or descent, regardless of race). Hispanic denotes a place of origin or cultural affiliation rather than a race (i.e. a person can be both white and Hispanic or black and Hispanic and so on).Code Values:CodeValueDefinition709Cuban000Hispanic - Specific Origin Unknown722Mexican998Not of Hispanic Origin799Other Specific Hispanic (e.g., Chilean, Salvadoran, Uruguayan)727Puerto Rican999UnknownHistorical Code Values:CodeValueEffective Start DateEffective End DateNationally Accepted HIT Code Crosswalk:ValueLOINC? Answer IDLOINC CommentSNOMED CT?SNOMED CommentCDC/PHINCDC CommentCuban2182-4CubanHispanic - Specific Origin Unknown2135-2Hispanic or LatinoMexican2148-5MexicanNot of Hispanic Origin2186-5Not Hispanic or LatinoOther Specific Hispanic (e.g., Chilean, Salvadoran, Uruguayan)Specific Hispanic codes can be found at: Rican2180-8Puerto RicanUnknownRules:Only one option allowed Required for all clientsCollected at assessment and whenever status changesFrequency:Collected on date of first service or whenever possible and updated if corrections neededData Use:Community Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Cannot be blankRequired for client demographics transactionMust be valid codeHistory:Notes:Primary Language Section: Client DemographicsDefinition:Indicates the primary speaking language of the client as used in the home, even if that language is English.Code Values:See Appendix F Rules:Only one option allowed Required for all clientsSubmit “eng” if the primary speaking language of the client is EnglishFrequency:Collected on date of request for service or whenever possible and updated whenever status changesData Use:Community Mental Health Services Block Grant (MHBG)Validation:Must be valid codeHistory:Notes:Source for ProviderOne language list Primary language is contained in Appendix F Race(s) Section: Client DemographicsDefinition:Indicates the race(s) the client identifies as. Race categories are based on the US Department of Health and Human Services implementation collection standards for race and ethnicity with the addition of 3 categories: Cambodian, Laotian, and Middle Eastern.Code Values:CodeValueDefinition021 American Indian/ Alaskan Native 031 Asian Indian 040 Black or African American 604 Cambodian 605 Chinese 608 Filipino 660 Guamanian or Chamorro 032 Native Hawaiian 611 Japanese 010 White 612 Korean 613 Laotian 801 Middle Eastern 034 Other Asian 033 Other Pacific Islander 050 Other Race 999 UnknownHistorical Code Values:CodeValueEffective Start DateEffective End DateNationally Accepted HIT Code Crosswalk:ValueLOINC? Answer IDLOINC CommentSNOMED CT?SNOMED CommentCDC/PHINCDC CommentOMBOMB CommentAmerican Indian/ Alaskan Native 1735-01002-51004-1Alaskan Native - 1735-0American Indian/Alaskan Native - 1002-5American Indian - 1004-11002-5American Indian/ Alaskan Native Asian Indian 2029-7Asian Indian2028-9AsianBlack or African American 2058-6African American2054-5Black or African American Cambodian 2033-9Cambodian2028-9AsianChinese 2034-7Chinese2028-9AsianFilipino 2036-2Filipino2076-08Native Hawaiian or other Pacific IslanderGuamanian or Chamorro 2086-7Guamanian or Chamorro 2076-08Native Hawaiian or other Pacific IslanderNative Hawaiian 2079-22076-8Native Hawaiian (2079-2)Native Hawaiian or other Pacific Islander (2076-8)2076-08Native Hawaiian or other Pacific IslanderJapanese 2039-6Japanese2028-9AsianWhite 2106-3White2106-3WhiteKorean 2040-4Korean2028-9AsianLaotian 2041-2Laotian2028-9AsianMiddle Eastern 2118-8Middle Eastern or North AfricanOther Asian 2028-9Asian2028-9AsianOther Pacific Islander 2500-72076-8Other Pacific Islander (2500-7)Native Hawaiian or other Pacific Islander (2076-8)2076-08Native Hawaiian or other Pacific IslanderOther Race 2131-1Other RaceUnknownRules:Required for all clients at assessment and whenever status changes. Select one or more categories, if a person selects more than 1 code, enter each one in sequence. If client does not identify with any of the listed races, then code “050” for Other Race. If information is not available or unknown, then code “999”.Data submitted has to be a multiple of 3 and up to 6 race codes can be submittedFrequency:Data Use:Community Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Must be valid codeHistory:Notes:Sexual Orientation Section: Client DemographicsDefinition:Indicates a client’s voluntarily stated sexual orientation.Code Values:CodeValueDefinition1HeterosexualAttraction to persons of the opposite sex3Gay/Lesbian/Queer/HomosexualAttraction to persons of the same sex.4BisexualTerm for women and men whose sexual/affectional identity is oriented to members of both the same and opposite sex.5QuestioningTerm generally used for adolescents who may be in the process of becoming more comfortable with their sexual orientation identification. Usually describes a youth who may be exploring identifying as gay/lesbian in a culture that generally assumes identification as heterosexual.9Choosing not to discloseUse when an individual is uncomfortable or unwilling to disclose their sexual orientation. Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Required for all clientsDo not collect for individuals under age 13, instead report 9-Choosing not to discloseIf an assessment occurs and age is 13 and over, 9- Choosing not to disclose is an acceptable responseFrequency:Collected on date of request for service or whenever possible and updated whenever status changesData Use:Community Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Cannot be blankMust be valid codeHistory:Notes:Client Address 022.02Address Line 1Section: Client AddressDefinition:Indicates the street address where the client currently resides.Code Values:CodeValueDefinitionRules:Required for all clients Use US Postal Addressing Standards for addressFrequency:Collected at request for service if possible, and updated upon changeRequired field for all clients.Optional for SUD clients in withdrawal management services, but should be reported if possible.If unknown, write “unknown” in this field (ADDRESS LINE 1). Do not put unknown in any of the other Address fields, leave them blank.If address of residency is not available, then submit the client’s mailing address; if mailing is not available, report address elements available; at a minimum report county and cityIf client is homeless or unable to provide a physical street address, report what is available, and must include city, county and state or zip code. In the case of residence in a tent in the woods, report closest city, county, and state or zip code (or the closest by proximity), but do not report provider agency as the closest proximity.Data Use:Identify the clientCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingReports for legislatureProgram evaluationValidation:NoneHistory:Notes:Address Line 2Section: Client AddressDefinition:Indicates the continuation of the street address where the client currently resides. Code Values:CodeValueDefinitionRules:Required for all clients Use US Postal Addressing Standards for addressFrequency:Collected at request for service if possible, and updated whenever there are changesRequired field for all clientsOptional for SUD clients in withdrawal management services, but should be reported if possible.If unknown, write “unknown” in the (ADDRESS LINE 1) field. Do not put unknown in any of the other Address fields including this one, rather keep the rest of the Address fields blank.If address of residency is not available, then submit the client’s mailing address; if mailing is not available, report address elements available; at a minimum report county and cityIf client is homeless or unable to provide a physical street address, report what is available, and must include city, county and state or zip code. In the case of residence in a tent in the woods, report closest city, county, and state or zip code (or the closest by proximity), but do not report provider agency as the closest proximity.Data Use:Identify the clientCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingReports for legislatureProgram evaluationValidation:NoneHistory:Notes:CitySection: Client AddressDefinition:Indicates the client's current city of residence. Code Values:CodeValueDefinitionHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Use US Postal Addressing Standards for addressRequired for all clientsOptional for SUD clients in withdrawal management services, but should be reported if possible.If address of residency is not available, then submit the client’s mailing address; if mailing is not available, report address elements available; at a minimum report county and cityIf client is homeless or unable to provide a physical street address, report what is available, and must include city, county and state or zip code. In the case of residence in a tent in the woods, report closest city, county, and state or zip code (or the closest by proximity), but do not report provider agency as the closest proximity.Frequency:Collected at request for service if possible, and updated whenever there are changes. Data Use:Identify the clientCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingReports for legislatureProgram evaluationValidation:NoneHistory:Notes:CountySection: Client AddressDefinition:Indicates the county where the client currently resides. Code Values:CodeValueCodeValue53001 Adams 53041 Lewis 53003 Asotin 53043 Lincoln 53005 Benton 53045 Mason 53007 Chelan 53047 Okanogan 53009 Clallam 53049 Pacific 53011 Clark 53051 Pend Oreille 53013 Columbia 53053 Pierce 53015 Cowlitz 53055 San Juan 53017 Douglas 53057 Skagit 53019 Ferry 53059 Skamania 53021 Franklin 53061 Snohomish 53023 Garfield 53063 Spokane 53025 Grant 53065 Stevens 53027 Grays Harbor 53067 Thurston 53029 Island 53069 Wahkiakum 53031 Jefferson 53071 Walla Walla 53033 King 53073 Whatcom 53035 Kitsap 53075 Whitman 53037 Kittitas 53077 Yakima 53039 Klickitat 40050 Unknown or out of state Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Required for all clients Optional for SUD clients in withdrawal management services, but should be reported if possible.If address of residency is not available, then submit the Client’s mailing address; if mailing is not available, report address elements available; at a minimum report county and cityIf client is homeless or unable to provide a physical street address, report what is available, and must include city, county, and state or zip code. In the case of residence in a tent in the woods, report closest city, county, and state or zip code (or the closest by proximity), but do not report provider agency as the closest proximity.Frequency:Collected at request for service if possible, and updated whenever there are changes. Data Use:Identify the clientCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) Reporting Reports for legislatureProgram evaluationValidation:NoneHistory:Notes:StateSection: Client AddressDefinition:Indicates the US postal service standard two-letter abbreviation of the state where the client currently resides.Code Values:CodeValueCodeValueAlabamaALMissouriMOAlaskaAKMontanaMTArizonaAZNebraskaNEArkansasARNevadaNVCaliforniaCANew HampshireNHColoradoCONew JerseyNJConnecticutCTNew MexicoNMDelawareDENew YorkNYDistrict of ColumbiaDCNorth CarolinaNCFloridaFLNorth DakotaNDGeorgiaGAOhioOHHawaiiHIOklahomaOKIdahoIDOregonORIllinoisILPennsylvaniaPAIndianaINPuerto RicoPRIowaIARhode IslandRIKansasKSSouth CarolinaSCKentuckyKYSouth DakotaSDLouisianaLATennesseeTNMaineMETexasTXMarylandMDUtahUTMassachusettsMAVermontVTMichiganMIVirginiaVAMinnesotaMNWashingtonWAOther CountryOTWest VirginiaWVHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Use US Postal Addressing Standards for addressRequired for all clients Optional for SUD clients in withdrawal management services, but should be reported if possible.If address of residency is not available, then submit the client’s mailing address; if mailing is not available, report address elements available; at a minimum report county and cityIf client is homeless or unable to provide a street address, report what is available, including city, state or zip code. In the case of residence in a tent in the woods, report closest city, state or zip code (or the closest by proximity), but do not report provider agency as the closest proximity.For addresses from other countries select OT and other address field elements can be left blankFrequency:Collected at request for service if possible, and updated whenever there are changes. Data Use:Identify the clientCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:NoneHistory:Notes:Zip CodeSection: Client AddressDefinition:Indicates the client’s zip code of the area of residency.Code Values:CodeValueDefinitionRules:Required for all clientsUse US Postal Addressing Standards for addressOptional for SUD clients in withdrawal management services, but should be reported if possible.If client is homeless or unable to provide a street address, report what is available, including city, state or zip code. In the case of residence in a tent in the woods, report closest city, state or zip code (or the closest by proximity).Frequency:Collected at request for service if possible, and updated whenever there are changes. Data Use:Identify the clientCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:NoneHistory:Notes:Facility FlagSection: Client AddressDefinition:This element is a flag to denote if the client is staying at a facility, submit the facility address with the facility flag as Y.Code Values:CodeValueYYesNNoHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only use if the client does not have a home address to denote that the address is a facility.Data Use:Identify the facilityCommunity Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:NoneHistory:Notes:Client Profile 035.09Profile Record KeySection: Client ProfileDefinition:This is the primary key for the profile record. This is created uniquely by client and by provider agency.Code Values:CodeValueDefinitionHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Required for all clientsFrequency:Collected on date of first service or whenever possible and updated whenever status changes or every 90 days whichever comes firstData Use:Validation:Must be valid codeHistory:Notes:Education Section: Client ProfileDefinition:Indicates the educational achievement of the client. Code Values:CodeValueDefinition1 No formal schooling 2 Nursery school, pre-school, head start 3 Kindergarten, Less than one school grade 4 Grade 1 5 Grade 2 6 Grade 3 7 Grade 4 8 Grade 5 9 Grade 6 10 Grade 7 11 Grade 8 12 Grade 9 13 Grade 10 14 Grade 11 15 Grade 12 Indicates client is completing fourth year of high school, and does not have a high school diploma or GED16 High School Diploma or GED Indicates client has high school diploma or GED, but no college17 1st Year of College/University (Freshman) 18 2nd Year of College/University (Sophomore) or Associate Degree 19 3rd Year of College/University (Junior) 20 4th Year of College (Senior) Indicates client is in their fourth year of college21 Bachelor's Degree Indicates client has Bachelor’s Degree, but no graduate school22 Graduate or professional school - includes Master's and Doctoral degrees, medical school, law school, etc. 23 Vocational School – includes business, technical, secretarial, trade, or correspondence courses, which provide specialized training for skilled employment. 97 Unknown Historical Code Values:CodeValueEffective Start DateEffective End DateNationally Accepted HIT Code Crosswalk:ValueLOINC? Answer IDLOINC CommentSNOMED CT?SNOMED CommentHL7 Version 3HL7 CommentNo formal schooling LA15606-9Never attended/kindergarten only????Nursery school, pre-school, head start Kindergarten, Less than one school grade LA15606-9Never attended/kindergarten only????Grade 1 LA15607-7Grade 1 Grade 2 LA15608-5Grade 2 Grade 3 LA15609-3Grade 3 Grade 4 LA15610-1Grade 4 Grade 5 LA15611-9Grade 5 Grade 6 LA15612-7Grade 6 Grade 7 LA15613-5Grade 7 Grade 8 LA15614-3Grade 8 Grade 9 LA15615-0Grade 9 Grade 10 LA15616-8Grade 10 Grade 11 LA15617-6Grade 11 Grade 12 LA15618-412th grade, no diploma????High School Diploma or GED LA15564-0 LA15619-2High school graduate????(LA15564-0)GED or equivalent????(LA15619-2)1st Year of College/University (Freshman) LA15620-0Some college, no degree?2nd Year of College/University (Sophomore) or Associate Degree LA15622-6LA15620-0Associate degree: academic program??(LA15622-6)??Some college, no degree?(LA15620-0)3rd Year of College/University (Junior) LA15620-0Some college, no degree?4th Year of College (Senior) LA15620-0Some college, no degree?Bachelor's Degree LA12460-4Bachelor’s degree (e.g., BA, AB, BS)????Graduate or professional school - includes Master's and Doctoral degrees, medical school, law school, etc. LA12461-2LA15625-9LA15626-7Master’s degree (e.g., MA, MS, MEng, MEd, MSW, MBA)????- LA12461-2Professional school degree (example: MD, DDS, DVM, JD)????- LA15625-9Doctoral degree (example: PhD, EdD)????- LA15626-7Vocational School – includes business, technical, secretarial, trade, or correspondence courses, which provide specialized training for skilled employment. LA15621-8Associate degree: occupational, technical, or vocational program????Unknown LA12688-0Don't know???? one option allowed Required for all clientsReport the current grade level (i.e. if in 8th grade, report code 11). If it is summer after completion of a grade level, report the next grade level (i.e. if completed 8th grade in June and it is now August, report 9th grade).Frequency:Collected on date of first service or whenever possible and updated whenever status changes or every 90 days whichever comes firstData Use:Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Must be valid codeHistory:Notes:Employment Section: Client ProfileDefinition:Indicates the client's current employment or primary daily activity as per Washington Administrative Code 458-20-267. If the client engages in multiple employment or daily activities, report the highest level of employment or activity.Code Values:CodeValueDefinition01FULL TIME – works at least 35 hours per week; includes members of the Armed Forces, and clients in full-time Supported Employment02PART TIME – works less than 35 hours per week; includes clients in part-time Supported Employment03UNEMPLOYED – defined as actively looking for work or laid off from job (and awaiting to be recalled) in the past 30 days05EMPLOYED – FULL TIME/PART TIME– full time or part time status cannot be ascertainedUse the appropriate valid code for the specified classification of a person who is ‘Not in the Labor Force,’ defined as not employed and not actively looking for work during the past 30 days (i.e. people not interested to work or people who have been discouraged to look for work).14HOMEMAKER24STUDENT34RETIRED44DISABLED64OTHER REPORTED CLASSIFICATIONE.g. volunteers74SHELTERED/NON-COMPETITIVE EMPLOYMENT84NOT IN THE LABOR FOURCE-CLASSIFICATION NOT SPECIFIED96NOT APPLICABLE97UNKNOWN98NOT COLLECTEDHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Required for all clients.Collected at admission and discharge and at least every 90 days or upon change whichever comes first.“Highest level of employment or activity” corresponds to the value code (i.e. code 01, FULL TIME is a higher level than code 02, PART TIME).Only use Code 98 (NOT COLLECTED) if unable to collect because crisis phone service or pre-intake service was provided.Frequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingCommunity Mental Health Services Block Grant (MHBG)State reportingValidation:Must be valid codeHistory:Notes:Marital StatusSection: Client ProfileDefinition:Indicates the current marital status of the client.Code Values:CodeValueDefinition1 Single or Never marriedIncludes clients who are single or whose only marriage was annulled2 Now married or Committed RelationshipIncludes married couples, those living together as married, living with partners, or cohabiting3 Separated Includes married clients legally separated or otherwise absent from spouse because of marital discord4 Divorced Includes clients who are not in a relationship and whose last relationship was a marriage dissolved by judicial declaration5 WidowedIncludes clients who are not in a relationship and whose last relationship was a marriage and their spouse died.97 Unknown UnknownHistorical Code Values:CodeValueEffective Start DateEffective End DateNationally Accepted HIT Code Crosswalk:ValueLOINC? Answer IDLOINC CommentSNOMED CT?SNOMED CommentHL7 Version 3HL7 CommentSingle or Never marriedLA47-6Never MarriedNow married or Committed RelationshipLA48-4MarriedSeparated LA4288-2SeparatedDivorced LA51-8DivorcedWidowedLA49-2Widowed????UnknownLA12688-0Don’t know one option allowed Required for all clientsFrequency:Collected on date of first service or whenever possible and updated at least every 90 days or upon change whichever comes firstData Use:Validation:Must be valid codeHistory:Notes:ParentingSection: Client ProfileDefinition:Indicates whether a client has dependent children. Dependent children are defined as less than 18 years of age. “Parenting” indicates some form or level of custodial or child support responsibility (i.e. part-time custody or when there is not custody, but parent pays child support).Code Values:CodeValueDefinitionYYesClient has some level of custodial or child support responsibilityNNoClient does not have some level of custodial or child support responsibilityUUnknownUnknown RRefused to AnswerRefused to AnswerHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Required for female Substance Use Disorder clients only, optional for all other clients.Frequency:Collected on date of first service or whenever possible and updated whenever status changes.Collected at admission, discharge and updated at least every 90 days or upon change whichever comes first.Data Use:Validation:Must be valid codeHistory:Notes:PregnantSection: Client ProfileDefinition:Indicates whether a client is pregnant.Code Values:CodeValueDefinitionYYesNNoUUnknownRRefused to answerHistorical Code Values:CodeValueEffective Start DateEffective End DateNationally Accepted HIT Code Crosswalk:ValueLOINC? Answer IDLOINC CommentSNOMED CT?SNOMED CommentHL7 Version 3HL7 CommentYesLA15173-0Pregnant????NoLA26683-5Not pregnant????UnknownLA4489-6UnknownRefused to answer one option allowed Required for female Substance Use Disorder clients onlyFrequency:Collected on date of first service or whenever possible and updated whenever status changes.Collected at admission, discharge and updated at least every 90 days or upon change whichever comes first.Data Use:Community Mental Health Services Block Grant (MHBG)Validation:Must be valid codeHistory:Notes:Smoking StatusSection: Client ProfileDefinition:Indicates a client's smoking status. In this case, vaping is not considered a form of smoking.Code Values:CodeValueDefinition1Current smoker2Former smoker3Never smoked97Unknown98Refused to answerHistorical Code Values:CodeValueEffective Start DateEffective End DateNationally Accepted HIT Code Crosswalk:ValueLOINC? Answer IDLOINC CommentSNOMED CT?SNOMED CommentHL7 Version 3HL7 CommentCurrent smokerLA18976-3LA18977-1Current every day smoker???(LA18976-3)Current some day smoker?(LA18977-1)???Former smokerLA15920-4Former smoker????Never smokedLA18978-9Never smoker????UnknownLA18980-5Unknown if ever smoked????Refused to answer one option allowed Required for all clientsFrequency:Collected on date of first service or whenever possible and updated whenever status changes.Data Use:Validation:Must be valid codeHistory:Notes:ResidenceSection: Client ProfileDefinition:Indicates client's primary residence over the last 30 days preceding date of collection.Code Values:CodeValueDefinition1Homeless without housingIndividual primarily resides “on the street” or in a homeless shelter.2Foster Home/ Foster CareIndividual resides in a foster home. A foster home is a home that is licensed by a county or State department to provide foster care to children, adolescents, and/or adults. This includes therapeutic foster care facilities. Therapeutic foster care is a service that provides treatment for troubled children within private homes of trained families. 3Residential CareIndividual resides in a residential care facility. This level of care may include a group home, therapeutic group home, board and care, residential treatment, rehabilitation center, or agency-operated residential care facilities. 4Crisis ResidenceA time-limited residential (24 hours/day) stabilization program that delivers services for acute symptom reduction and restores clients to a pre-crisis level of functioning. 5Institutional SettingIndividual resides in an institutional care facility with care provided on a 24 hour, 7 days a week basis. This level of care may include skilled nursing/ intermediate care facility, nursing homes, institute of mental disease (IMD), inpatient psychiatric hospital, psychiatric health facility, veterans’ affairs hospital, or state hospital. 6Jail/ Correctional FacilityIndividual resides in a jail and/or correctional facility with care provided on a 24 hour, 7 days a week basis. This includes a jail, correctional facility, detention centers, and prison. 7Private ResidenceFor adults only: this category reflects the living arrangement of adult clients where “independent”/”dependent” status is unknown. Otherwise, use “independent living”/”dependent living” as appropriate. 8Independent LivingFor adults only: this category describes adult clients living independently in a private residence and capable of self-care. It includes clients who live independently with case management support or with supported housing supports. This category also includes clients who are largely independent and choose to live with others for reasons not related to mental illness. They may live with friends, spouse, or other family members. The reasons for shared housing could include personal choice related to culture and/or financial considerations. 9Dependent LivingFor adults only: this category describes adult clients living in a house, apartment, or other similar dwellings and are heavily dependent on others for daily living assistance 10Private ResidenceFor children only – use this code for all children living in a private residence regardless of living arrangement. 11Other Residential Status12Homeless with housing Individual does not have a fixed regular nighttime residence and typically stays (“couch surfs” ) at the home of family or friends.97UnknownHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Required for all clientsUse “Unknown” if a particular situation does not fit in one of the categoriesCodes for “PRIVATE RESIDENCE – adult only”, “DEPENDENT LIVING”, and “INDEPENDENT LIVING” should be used for adult clients only (age 18 and over)Children / Adults who live in family foster homes and therapeutic foster homes should use “FOSTER HOME/FOSTER CARE” and NOT “PRIVATE RESIDENCE”Although reported at least every 90 days or upon change whichever comes first, the living situation indicates where the client was the majority of the time in the preceding 30 days. It is optional to report this element on a more frequent basis in order to capture a change in residence.Frequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Validation:Must be valid codeHistory:Notes:School AttendanceSection: Client ProfileDefinition:Indicates if the client has attended any form of school within the last 3 months.Code Values:CodeValueDefinitionYYesClient has attended school at any time in the past 3 months NNoClient has not attended school at any time in the past 3 months UUnknownUnknown RRefused to AnswerRefused to AnswerHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Required for all clientsFrequency:Collected on date of first service or whenever possible and updated at least every 90 days or upon change whichever comes firstData Use:Validation:Must be valid codeHistory:Notes:Self Help CountSection: Client ProfileDefinition:Indicates the average number of times in a week the client has attended a self-help program in the thirty days preceding the date of collection. Includes attendance at AA, NA, and other self-help/mutual support groups focused on recovery from Substance Use Disorder and dependence.Code Values:CodeValueDefinition1 No attendance 2 Less than once a week 3 About once a week 4 2 to 3 times per week 5 At least 4 times a week 97 Unknown 6 Not Collected Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Collected at admission and discharge and updated at least every 90 days or upon change whichever comes firstFor admission records, the reference period is the 30 days prior to admissionFor discharge records, the reference period is the 30 days prior to discharge.Frequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Community Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingSAMHSA TEDS Field Number SuDS 17 (admission)SAMHSA TEDS Field Number DIS 27 (discharge)SAMHSA TEDS Field Number SuDS 17 (admission) and DIS 27 (discharge)Validation:Must be valid codeIf this field is blank or contains an invalid value, the value will be changed to 99 Invalid data and a warning error will be generated. When this information is reported on a mental health record, Co-occurring Mental and Substance Use Disorders must be 1 Yes, or a warning error will be generated.History:Notes:Source: Used Needle RecentlySection: Client ProfileDefinition:Indicates if the client has injected illicit or unprescribed drugs in the last 30 days.Code Values:CodeValueDefinitionYYesNNoRRefuse to answerUUnknownHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Collected at admission and discharge and updated at least every 90 days or upon change whichever comes firstFrequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Validation:Must be valid codeHistory:Notes:Needle Use EverSection: Client ProfileDefinition:Indicates if the client has ever used needles to inject illicit or unprescribed drugs.Code Values:CodeValueDefinition1 Continuously 2 Intermittently 3 Rarely 4 Never 97Unknown98Refused to answerHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Required field for all Substance Use Disorder clients; optional for mental health clients.Collected at admission, discharge, and updated at least every 90 days or upon change whichever comes first.Frequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Must be valid codeHistory:Notes:Military StatusSection: Client ProfileDefinition:Indicates if the client has ever served as an active member in the U.S. military.Code Values:CodeValueDefinition1 Yes 2 No 3 Refuse 4 Unknown Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Required for all clientsReport code 1 (Yes) regardless of length of service or if the client was dishonorably discharged.Frequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Community Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Must be valid codeHistory:Notes:SMI/SED StatusSection: Service EpisodeDefinition:Indicates whether the client has serious mental illness (SMI) or serious emotional disturbance (SED) using the state definition. Use the most recent available status at the end of the reporting period. Serious Mental Illness (SMI): Pursuant to section 1912(c) of the Public Health Service Act, adults with serious mental illness SMI are persons: (1) age 18 and over and (2) who currently have, or at any time during the past year had a diagnosable mental behavioral or emotional disorder of sufficient duration to meet diagnostic criteria specified within DSM-IV or their ICD-9-CM equivalent (and subsequent revisions) with the exception of DSM-IV "V" codes, substance use disorders, and developmental disorders, which are excluded, unless they co-occur with another diagnosable serious mental illness. (3) That has resulted in functional impairment, which substantially interferes with or limits one or more major life activities. Federal Register Volume 58 No. 96 published Thursday May 20, 1993 pages 29422 through 29425.Serious Emotional Disturbance (SED): Pursuant to section 1912(c) of the Public Health Service Act "children with a serious emotional disturbance" are persons: (1) from birth up to age 18 and (2) who currently have, or at any time during the last year, had a diagnosable mental, behavioral, or emotional disorder of sufficient duration to meet diagnostic criteria specified within DSM-III-R. Federal Register Volume 58 No. 96 published Thursday May 20, 1993 pages 29422 through 29425.Code Values:Numeric (1 character)CodeValueDefinition1SMI2SED3At risk for SED Optional4Not SMI or SED97UnknownIndividual client value is unknown.98Not collectedField is not collectedRules:Community-based and state hospital or other inpatient populationsUse code 4 (Not SMI or SED) if the client has not been found eligible for SMI or SED services. Use code 7 (Unknown) for client undergoing evaluation for SMI or SED eligibility pending any decision. Use code 97 (Unknown) if the state collects these data but for some reason a particular record does not reflect an acceptable value, unless exempt from reporting (use code 98). Use code 98 (Not Collected) if the state does not collect these data or per state policy this data element is not collected for a certain population. Use code 98 (not code 97) if the particular record belongs to the population exempt in the state policy from reporting this data element.Frequency:Report at discharge or most recent available at the end of the reporting period for clients remaining in the SMHA caseload Data Use:SAMHSA MH-CLD Field Number C-08Validation:If this field is blank or contains an invalid value, the value will be changed to 9 (Invalid Data) and a non-fatal data edit violation error will be generated. When client’s age is 17 years or younger, code 1 cannot be used or a non-fatal data edit violation error will be generated. When client’s age is 18 years or older, code 2 and 3 cannot be used or a non-fatal data edit violation error will be generated. Exception: codes 2 or 3 may be used for young adults, 18-21 years old, who are protected under the IDEA and continue to receive mental health services from the state’s children mental health system. SMI/SED Status field cannot use codes 2 or 3 for clients over age 22 (>22) and cannot use code 1 for clients under age 17; can use any code for clients between age 17 and 22. When MHBG Funded Services = 1, SMI/SED Status (C-08) must either = 1 or 2 Notes:Source: Authorization 023.02Authorization Decision DateSection: AuthorizationDefinition:The date the authorization decision was made by the MCO.Code Values:CodeValueDefinitionRules:Only one option allowed Required for all clientsFrequency:Reported at time of authorizationData Use:Community Mental Health Services Block Grant (MHBG)Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingProgram EvaluationValidation:Must be valid dateHistory:Notes:Authorization IDSection: AuthorizationDefinition:A unique number assigned to an authorization. Created by the MCO. Must be unique within the MCO.Code Values:CodeValueDefinitionRules:Every authorization must have a unique authorization IDFrequency:Collected at time of authorizationData Use:Validation:Must be valid codeHistory:Notes:Authorization Start DateSection: AuthorizationDefinition:Indicates the start date of the client’s authorization for services. Does not indicate the date authorization was requested, but rather the start of the authorization period for services.Code Values:CodeValueDefinitionRules:Only one option allowed Required for all clients for whom an authorization is requestedMay be null if Authorization Decision is equal to 4 or 5 Frequency:Reported at time of authorizationData Use:Validation:Must be valid dateHistory:Notes:Authorization End Date Section: AuthorizationDefinition:Indicates the end date of the client’s authorization for services.Code Values:CodeValueDefinitionRules:Only one option allowed Required for all clients for whom an authorization is requestedMay be null if the authorization is an open authorizationMay be null if Authorization Decision is equal to 4 or 5Frequency:Reported at time of authorization.Data Use:Validation:Must be valid dateHistory:Notes:Authorization DecisionSection: AuthorizationDefinition:Indicates the MCO decision regarding authorization for treatment. Indicates whether the client met the Access to Care standards or the ASAM criteria and was authorized for services by the MCO. Authorization decision does not determine which CPT\HCPC codes may be sent and processed by ProviderOne.Code Values:CodeValueDefinition1 Authorized for Substance Use Disorder 2 Authorized for Mental Health 3 Authorized for Mental Health and authorized for Substance Use Disorder 4 No authorization required as no services following intake were requested 5 Denied/Doesn't meet medical necessity Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Required for all clients at intake/assessment and whenever authorization status changes.If a client is authorized at the same time to receive Substance Use Disorder and Mental Health, then report both (code 3).If the client is authorized to receive Substance User Disorder and Mental Health services in separate authorization requests, then report each under a separate transaction.Report regardless of whether or not the client received services.Frequency:Report when authorization decision is madeData Use:Validation:Must be valid codeHistory:Notes:Service Episode 170.05Episode Record Key Section: Service EpisodeDefinition:Unique identifier for the service episode.Code Values:CodeValueDefinitionRules:Only one option allowed Required for all clientsMust be unique for each transactionFrequency:Data Use:Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Must be valid codeHistory:Notes:Service Episode Start DateSection: Service EpisodeDefinition:The date that starts the time period in which a client is served by a provider, based on their contracting MCO’s authorization to pay for those services within a particular episode of care.Code Values:CodeValueDefinitionRules:This is provider agency specific.Required for substance use disorder and mental health clients who are enrolled in a special program.A client may have multiple service episodes, i.e. at the same provider agency and/or multiple provider agencies.Frequency:Collected on date of first service or when episode startsData Use:Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Must be valid dateHistory:Notes:Service Episode End DateSection: Service EpisodeDefinition:The date that ends the time period in which a client is served by a provider, based on their contracting MCO’s authorization to pay for those services within a particular episode of care.Code Values:CodeValueDefinitionRules:Required for all clients when an episode of care is closed or endsFrequency:Collected at discharge or end of treatment for all programs and mental health treatmentData Use:Validation:Must be valid dateHistory:Notes:Service Episode End ReasonSection: Service EpisodeDefinition:Indicates the primary reason the client is being discharged from treatment.“Lost to Contact” is used for clients who did not get back to the provider agency and are not able to be contacted.“Left against advice, including dropout” is a termination of treatment initiated by the client, without the Provider Agency’s concurrence.“Terminated by facility” is a termination of treatment services that is initiated by the provider agency in response to a client’s continued violation of the provider agency’s established rules or in response to a client’s inability to continue participating in treatment (i.e. medical reasons, transfer of job, etc.).Code Values:CodeValueDefinition01Treatment completedAll parts of the treatment plan or program were completed. 02DropoutClient chose not to complete treatment program, with or without specific advice to continue treatment. Includes clients who drop out of treatment for unknown reasons, clients with whom contact is lost, clients who fail to return from leave ("AWOL"), and clients who have not received treatment for some time and are discharged for administrative purposes. 03Terminated by facilityTreatment terminated by action of facility, generally because of client non-compliance with treatment or violation of rules, laws, policy, or procedures. 04Transferred client showedClient was transferred to another treatment program, provider, or facility for continuation of treatment. 05IncarceratedClients whose course of treatment is terminated because the client has been subject to jail, prison, or house confinement, or has been released by or to the courts. 06Death by SuicideDeath by Suicide07Death Not by SuicideDeath Not by Suicide08OtherClient transferred or discontinued treatment because of change in life circumstances. Examples: change of residence, illness or hospitalization, "aging out" of children's services, completion of MH assessment or evaluation that did not result to referral for a treatment service. 14Transferred Client no showTransferred to another treatment program or facility but client is no show. Client was transferred to another treatment program, provider, or facility, and it is known that client did not report for treatment. 24Transferred to non SSA or SMH facilityTransferred to another treatment program or facility that is not in the SSA or SMHA reporting system For example, client is transferred to a Medicaid facility that is not mandated to report client data to the state substance abuse/behavioral health agency. The receiving facility is outside the purview of the Substance Use Agency (SSA) or State Mental Health Agencies (SMHA). 34Discharge from SHDischarged from the State hospital to an acute medical facility for medical services96Not applicableShould be used only when submitting a Mental Health update record (i.e., Client Transaction Type = U Update). 97UnknownIndividual client value is unknown.98Not collectedState does not collect this field. Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Required for all clients when an end date is reported in the service episode transaction.Frequency:Collected and report at service episode endData Use:Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Must be valid codeHistory:Notes:Service Referral SourceSection: Program IdentificationDefinition:Indicates the client’s primary referral source to treatment.Code Values:CodeValueDefinition01Individual (includes self-referral)Includes the client, a family member, friend, or any other individual who would not be included in any of the following categories; includes self-referral due to pending driving while intoxicated/driving under the influence (DWI/DUI). 02Alcohol/Drug Abuse ProviderAny program, clinic, or other health care provider whose principal objective is treating clients with substance abuse problems, or a program whose activities are related to alcohol or other drug abuse prevention, education, or treatment. 03Other Health Care ProviderA physician, psychiatrist, or other licensed health care professional; or general hospital, psychiatric hospital, mental health program, or nursing home. 04School (Educational)A school principal, counselor, or teacher; or a student assistance program (SAP), the school system, or an educational agency. 05Employer/Employer Assistance Program (EAP)A supervisor or an employee counselor. 06Other Community ReferralCommunity or religious organization or any federal, state, or local agency that provides aid in the areas of poverty relief, unemployment, shelter, or social welfare. This category also includes defense attorneys and self-help groups such as Alcoholics Anonymous (AA), Al-Anon, and Narcotics Anonymous (NA). 07Court/Criminal Justice/DUI/DWIAny police official, judge, prosecutor, probation officer, or other person affiliated with a federal, state, or county judicial system. Includes referral by a court for DWI/DUI, clients referred in lieu of or for deferred prosecution, or during pretrial release, or before or after official adjudication. Includes clients on pre-parole, pre-release, work or home furlough, or Treatment Alternatives for Safe Communities (TASC). Client need not be officially designated as “on parole.” Includes clients referred through civil commitment. Clients in this category are further defined in Detailed Criminal Justice Referral. 97UnknownIndividual client value is unknown98Not collectedState does not collect this fieldHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Required for all clientsChoose the primary referral source into the service episodeFrequency:Reported when an episode of care is opened by a provider agencyData Use:Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Must be valid codeHistory:Notes:Date of first offered appointmentSection: Service EpisodeDefinition:Records the date of the first appointment for face-to-face service offered by the agency for a particular client related to this specific treatment episode. Rules:Examples include the date of the first orientation group or assessment for the client or the admission /intake session Frequency:Data Use:Validation:The record must have a valid date. MM must be 01 through 12 DD must be 01 through 31YYYY must be 2001 or laterNotes:Source: (page F-4)Medication-Assisted Opioid TherapySection: Service EpisodeDefinition:This field identifies whether the use of opioid medications such as methadone, buprenorphine, and/or naltrexone is part of the client’s treatment plan.Code Values:CodeValueDefinition1Yes2No3Not applicable7UnknownIndividual client value is unknown.8Not collectedState does not collect this field.Rules:Substance abuse reporting: If the client is not in treatment for an opioid problem (codes 05 Heroin, 06 Non-prescription methadone, or 07 Other opiates and synthetics) in one of the Substance Abuse Problem fields, this field may be coded 6 Not applicable. This is not mandatory because it is possible that the client is being treated with opioid therapy for a substance abuse problem not among the maximum of three that can be listed. Mental health reporting: This field is optional. Reporting of this information on a mental health record is allowed only for clients with co-occurring mental health and substance abuse problems.Frequency:Data Use:SAMHSA TEDS Field Number MDS 19 (admission) Validation:If this field is blank or contains an invalid value, the value will be changed to 9 Invalid data and a warning error will be generated. When this information is reported on a mental health record, Co-occurring Substance Abuse and Mental Health Problems must be 1 Yes, or a warning error will be generated. Notes:Source: Program Identification 060.05Program ID KeySection: Program IdentificationDefinition:Unique identifier for the program instance. Code Values:CodeValueDefinitionRules:Only one option allowed Required for all use disorder clients who are in a program with a Program IDMust be unique for each transactionFrequency:Data Use:Validation:Must be valid codeHistory:Notes:Program IDSection: Program IdentificationDefinition:Indicates the program in which a client is enrolled.Code Values:Code Value1PACT Program for Assertive Community Treatment: The Program for Assertive Community Treatment (PACT) is an evidence-based practice for people with the most severe and persistent mental illnesses, with active symptoms and impairments, and who have not benefited from traditional outpatient programs. PACT is a person-centered, recovery-oriented mental health service delivery model that has received substantial empirical support for reducing psychiatric hospitalizations, facilitating community living, and enhancing recovery. PACT teams are either “full teams” serving up to 100 individuals, or “half-teams” serving up to 50 individuals.2Chemical Dependency Disposition Alternative committable (CDDA COMM):This program is concerning mental health and chemical dependency treatment for juvenile offenders. Committable youth to participate in CDDA as a sentencing option for juvenile offenders. The goal is to reduce recidivism by providing a treatment option for chemically dependent or substance abusing youth. The Chemical Dependency Disposition Alternative (CDDA) is an alternative sentence for juvenile offenders who may need chemical dependency treatment. A juvenile offender is eligible for a CDDA if subject to a standard-range disposition of local sanctions or 13 to 36 weeks of confinement and has not committed an A-minus or B-plus offense, other than a first time B-plus drug offense. In these cases, the court may order a chemical dependency evaluation to determine if the youth is chemically dependent. If the court determines that a CDDA is appropriate, the court must impose a disposition and suspend that disposition with a condition that the juvenile undergo outpatient or inpatient chemical dependency treatment. Inpatient treatment for this purpose must not exceed 90 days. The court may also impose conditions of community supervision and other sanctions as part of the CDDA.3Chemical Dependency Disposition Alternative locally sanctioned (CDDA LS):This program is concerning mental health and chemical dependency treatment for juvenile offenders. Locally sanctioned youth to participate in CDDA as a sentencing option for juvenile offenders. The goal is to reduce recidivism by providing a local supervision option for chemically dependent or substance abusing youth. The Chemical Dependency Disposition Alternative (CDDA) is an alternative sentence for juvenile offenders who may need chemical dependency treatment. A juvenile offender is eligible for a CDDA if subject to a standard-range disposition of local sanctions or 13 to 36 weeks of confinement and has not committed an A-minus or B-plus offense, other than a first time B-plus drug offense. In these cases, the court may order a chemical dependency evaluation to determine if the youth is chemically dependent. If the court determines that a CDDA is appropriate, the court must impose a disposition and suspend that disposition with a condition that the juvenile undergo outpatient or inpatient chemical dependency treatment. Inpatient treatment for this purpose must not exceed 90 days. The court may also impose conditions of community supervision and other sanctions as part of the CDDA.10Children’s Evidenced Based Pilot: Children’s services is expected to receive a grant, and definition will be provided at a later date if grant is received.11Jail Services: Jail-based transitional mental health services for incarcerated individuals. State funds only. Includes services to individuals who have been referred by jail staff. These individuals are incarcerated and have been diagnosed with a mental illness or identified as in need of mental health services. Services can include transition services to persons with mental illness to expedite and facilitate their return to the community. Services include referrals for intake of persons who are not enrolled in community mental health services but who meet priority groups as defined in RCW 71.24. The Contractor must conduct mental health intake assessments for these persons and when appropriate provide transition services prior to their release from jail.19Functional Family Therapy:A phasic program where each step builds on one another to enhance protective factors and reduce risk by working with both the youth and the family. The phases are engagement, motivation, assessment, behavior change, and generalization.20Illness Self‐Management/Illness Management & Recovery:Illness Self‐Management (also called illness management or wellness management) is a broad set of rehabilitation methods aimed at teaching individuals with a mental illness strategies for: collaborating actively in their treatment with professionals; reducing their risk of relapses and re‐hospitalizations; reducing severity and distress related to symptoms; and improving their social support. Specific evidence‐based practices that are incorporated under the broad rubric of illness self-management are psycho‐education about the nature of mental illness and its treatment, "behavioral tailoring" to help individuals incorporate the taking of medication into their daily routines, relapse prevention planning, teaching coping strategies to managing distressing persistent symptoms, cognitive‐behavior therapy for psychosis, and social skills training. The goal of illness self‐management is to help individuals develop effective strategies for managing their illness in collaboration with professionals and significant others, thereby freeing up their time to pursue their personal recovery goals.21Integrated Dual Disorders Treatment:Dual diagnosis treatments combine or integrate mental health and substance abuse interventions at the level of the clinical encounter. Hence, integrated treatment means that the same clinicians or teams of clinicians, working in one setting, provide appropriate mental health and substance abuse interventions in a coordinated fashion. In other words, the caregivers take responsibility for combining the interventions into one coherent package. For the individual with a dual diagnosis, the services appear seamless, with a consistent approach, philosophy, and set of recommendations. The need to negotiate with separate clinical teams, programs, or systems disappears. The goal of dual diagnosis interventions is recovery from two serious illnesses.23Multi‐systemic Therapy:Multi-systemic therapy (MST) views the individual as nestled within a complex network of interconnected systems (family, school, peers). The goal is to facilitate change in this natural environment to promote individual change. The caregiver is viewed as the key to long‐term outcomes25Supported Housing:Services to assist individuals in finding and maintaining appropriate housing arrangements. This activity is premised upon the idea that certain clients are able to live independently in the community only if they have support staff for monitoring and/or assisting with residential responsibilities. These staff assist clients to select, obtain, and maintain safe, decent, affordable housing and maintain a link to other essential services provided within the community. The objective of supported housing is to help obtain and maintain an independent living situation. Supported housing is a specific program model in which a consumer lives in a house, apartment, or similar setting, alone or with others, and has considerable responsibility for residential maintenance but receives periodic visits from mental health staff or family for the purpose of monitoring and/or assisting with residential responsibilities, criteria identified for supported housing programs include: housing choice, functional separation of housing from service provision, affordability, integration (with persons who do not have mental illness), right to tenure, service choice, service individualization and service availability.26Therapeutic Foster Care:Children are placed with foster parents who are trained to work with children with special needs. Usually, each foster home takes one child at a time, and caseloads of supervisors in agencies overseeing the program remain small. In addition, therapeutic foster parents are given a higher stipend than to traditional foster parents, and they receive extensive pre‐service training and in‐service supervision and support. Frequent contact between case managers or care coordinators and the treatment family is expected, and additional resources and traditional mental health services may be provided as needed.28Wraparound with Intensive Services (WISe): A range of service components that are individualized, intensive, coordinated, comprehensive, culturally competent, home and community based services for children and youth who have a mental disorder that is causing severe disruptions in behavior interfering with their functioning in family, school, or with peers requiring:The involvement of the mental health system and other child‐serving systems (i.e. Juvenile justice, child‐protection/welfare, special education, developmental disabilities),Intensive care collaboration; andOngoing intervention to stabilize the child and family in order to prevent more restrictive or institutional placement.WISe team members demonstrate a high level of flexibility and accessibility in accommodating families by working evenings and weekends, and by responding to crises 24 hours a day, seven days a week. The service array includes intensive care coordination, home and community based services, and mobile crisis outreach services based on the individual’s need and the cross system care plan* developed by the Child and Family Team (CFT). Care is integrated in a way that ensures youth are served in the most natural, least restrictive environment. The intended outcomes are individualized but usually include increased safety, stabilization, and community integration to ensure that youth and families can live successfully in their homes and communities.*Cross System Care Plan: An individualized, comprehensive plan created by a CFT that reflects treatment services and supports relating to all systems or agents with whom the child is involved and who are participating on the CFT. This plan does not supplant, but may supplement the official treatment plan that each system maintains in the client record.29Housing and Recovery through Peer Services (HARPS):Services intended to support individuals in the housing of their choice, with leases in their name. Services are focused on assisting the individual to achieve stability and maintain their tenancy, including engagement and care coordination for the individual’s whole health and rehabilitative needs to live independently in the community. Identifying housing options, contacting prospective landlords, scheduling interviews, assisting with applications, and assistance with subsidy applications and supporting the individual once housed in collaboration with or on behalf of an individual. Mediate landlord‐tenant, roommate, and neighbor issues. Skills training on interpersonal relations and landlord tenant rights/laws. These services should be client‐specific.Note: Active only for Grays Harbor, North Sound, and Spokane MCOs.30Supported Employment Program:Services that support individuals with behavioral health issues, who desire to be employed in the community. Services follow the principles of the SAMHSA evidence-based practice also known as Individual Placement and petitive employment is the goal.Supported employment is integrated with treatment.Eligibility is based on the individual’s choice; people are not excluded because of their symptoms or current substance usage.Attention to the individual’s job preferences.Benefits counseling is important.Rapid job search after the individual expresses their desire to work.Job development through the development of employer relationships.Time‐unlimited support.31Ticket to Work Program:The development of an individual work plan that supports a person with their employment goals and assigns the individual’s Ticket to the Social Security approved DBHR Employment Network. Individuals can receive Ticket to Work (TTW) services simultaneously with other services from any behavioral health program.32TANF Supported Employment: Temporary Assistance for Needy Families (TANF) Supported Employment Pilot Project for TANF population in North Sound Mental Health Administration MCO.34CJTA (DC): Substance Use Disorder treatment funded through the Criminal Justice Treatment Account (CJTA) and Drug Court (DC). (RCW 70.96A, RCW 70.96A.055: Drug Courts, RCW 2.28.170; Drug Courts) Drug court funding is provided to the following counties: Clallam; Cowlitz; King; Kitsap; Pierce; Skagit; Spokane; and Thurston/Mason. The Contractor must ensure the provision of SUD treatment and support services in accordance with RCW 70.96A and RCW 2.28.170. 35CJTA (NDC): Criminal Justice Treatment Account Non-drug Court36Diversion Program:To improve the state’s forensic mental health system, a prosecutor uses their discretion to dismiss a non-felony charge without prejudice if the issue of competency is raised. The client/defendant is referred for a mental health, substance abuse, or developmental disability assessment to determine the appropriate service needs of the client/defendant. The intent is to divert misdemeanor and low-level felony defendants from incarceration and hospitalization, into needed behavioral health treatment.Note: Active only for King, Great Rivers, Greater Columbia, and Spokane as of May 16, 2016.37Roads to Community Living (RCL):The purpose of the “Roads to Community Living” (RCL) project is to examine how best to successfully help people with complex, long-term care needs transition from institutional to community settings.? Grant funds provide services for each participant in preparation for their move and for their first year following transition.38New Journeys:New Journeys Coordinated Specialty Care (CSC) model for Transition Age Youth, ages 15-25, experiencing First Episode Psychosis (FEP). This early intervention approach offers real hope for clinical and functional recovery. Core components of CSC model include:Utilizing a coordinated team approach to provide intensive services Assertive community outreach and educationLow-dosage medicationsPsychotherapy (such as Cognitive Behavioral Therapy for Psychosis, Motivational Interviewing, and Individual Resiliency Training)Skills trainingCo-occurring substance use disorder counseling Supported employment and educationCase managementFamily psychoeducationPrimary Care CoordinationPeer support24 hour/day and 7 day/week crisis line New Journeys Admission Criteria: Age range: 15–25 years. Must live in King, Mason, Thurston, or Yakima County. Diagnoses: schizophrenia, schizoaffective and schizophreniform disorders, delusional, disorder, psychosis not otherwise specified (NOS).Duration of psychotic symptoms > 1 week and < 2 years.IQ over 70.Symptoms not known to be caused by a medical condition or drug use.39BEST: The Becoming Employed Starts Today (BEST) project is designed to transform service delivery through promoting sustainable access to evidence-based Supported Employment. BEST provides consumers with meaningful choice and control of employment and support services. BEST utilizes Peer Counselors, reduces unemployment and supports the recovery and resiliency of individuals with serious mental illness including co-occurring disorders. The Department of Social and Health Services (DSHS) secured the $3.9 million federal grant from the Substance Abuse Mental Health Services Administration (SAMHSA) Center for Mental Health Services. The grant will provide services to 450 people over five years. North Central MCO and its provider Grant Mental Health and Columbia River Mental Health in Clark County are implementing the (BEST) project. Individuals with behavioral health issues, who desire to be employed, can access an approach to vocational rehabilitation known as Supported Employment (SE). This evidence-based practice adopted by SAMHSA assists individuals to obtain competitive work in the community and provides the supports necessary to ensure their success in the workplace.401115 Waiver Supportive Housing411115 Waiver Supportive Employment42Peer Bridger Program – Hospital & Community43Peer Respite44Intensive Residential Teams45Intensive Behavioral Health Facilities51 Substance Use Disorder – Outpatient:Individual and group treatment services of varying duration and intensity according to a prescribed plan. ASAM Level 1: less than 9 hours per week (adults) less than 6 hours per week (adolescents) for recovery or motivational enhancement therapies/strategies.52 Substance Use Disorder – Intensive Outpatient: Intensive Outpatient: A concentrated program of individual and group counseling, education, and activities for detoxified alcoholics and addicts, and their families. ASAM level 2.1: 9 or more hours per week (adults) 6 or more hours per week (adolescents) to treat multidimensional instability.54 Substance Use Disorder – Intensive Inpatient: A 24-hour care concentrated program of individual and group counseling, education, and activities for detoxified alcoholics and addicts, and their families. ASAM level 3.3-3.7: Hours of treatment service to be defined by program and individual treatment plan to treat multidimensional instability.55 Substance Use Disorder – Long Term Residential:A program of treatment with personal care services for chronically impaired alcoholics and addicts with impaired self-maintenance capabilities. These patients need personal guidance to maintain abstinence and good health. ASAM level 3.1: 24 hour structured program with available personnel; at least 5 of clinical services/week (WAC 246-341-1114 defines services as a minimum of 2 hours each week individual or group counseling and minimum of 2 hours each week education regarding alcohol, other drug and addiction).56 Substance Use Disorder – Recovery House:A program of care and treatment with social, vocational, and recreational activities to aid in patient adjustment to abstinence and to aid in job training, employment, or other types of community activities. (WAC 246-341-1114 defines Recovery House services as 4 hours of individual, group counseling and education per week).57Substance Use Disorder – Withdrawal Management (aka Detox):Chemical dependency detoxification services are provided to an individual to assist in the process of withdrawal from psychoactive substances in a safe and effective manner, in accordance with American Society of Addiction Medicine Criteria level Withdrawal Management (WM)-3.2-3.7.58Substance Use Disorder – Opiate Substitution:Services include the dispensing of an opioid agonist treatment medication, along with a comprehensive range of medical and rehabilitative services, when clinically necessary, to an individual to alleviate the adverse medical, psychological, or physical effects incident to opiate addiction. These programs must also meet outpatient treatment service requirements.59Substance Use Disorder – Housing Support ServicesHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Required for substance use disorder and mental health clients who are enrolled in a special program.Codes 51-58 capture services modalities for substance use clients.A client can be enrolled in more than one program at a time.Frequency:Collected on date of program startCodes 51-58 are required for substance use clients at admission, upon change and at dischargeData Use:Validation:Must be valid codeHistory:Notes:Program Start DateSection: Program IdentificationDefinition:The date the client enrolled into a program designated by a Program ID.Code Values:CodeValueDefinitionRules:Required for substance use disorder and mental health clients who are enrolled in a special program.A client can be enrolled in more than one program at a time.Program ID must exist in order to have a program start date.Frequency:Collected on date of program startData Use:Validation:Must be valid dateHistory:Notes:Program End DateSection: Program IdentificationDefinition:The date the client’s enrollment into a program designated by a Program ID ended.Code Values:CodeValueDefinitionRules:Required for substance use disorder and mental health clients who are enrolled in a special program.A client can be enrolled in more than one program at a time.Program ID must exist in order to have a program end date.Frequency:Collected on program endData Use:Validation:Must be valid dateHistory:Notes:Entry Referral SourceSection: Program IdentificationDefinition:Indicates the client’s primary referral source to a specific substance use treatment modality.Code Values:CodeValueDefinition1 Self / Family 2 Substance Use Disorder Provider 3 Mental Health Provider 4 Other Healthcare Provider 5 Self Help Group 6 School 7 Employer 8 Court / Criminal Justice 9 Other Community Referral 97 Unknown Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed. Collect whenever possible, otherwise mark as unknown.Chose the primary referral source in to the special program.Frequency:Collected on entry into a special programData Use:Validation:Must be valid codeHistory:Notes:Program End ReasonSection: Program IdentificationDefinition:Indicates the primary reason the client is being discharged from program.“Lost to Contact” is used for outpatient clients who did not get back to the provider agency and are not able to be contacted.“Left against advice, including dropout” is a termination of treatment initiated by the client, without the Provider Agency’s concurrence.“Terminated by facility” is a termination of treatment services that is initiated by the provider agency in response to a client’s continued violation of the provider agency’s established rules or in response to a client’s inability to continue participating in treatment (i.e. medical reasons, transfer of job, etc.).Code Values:CodeValueDefinition1 Treatment Completed 2 Left against advice, including dropout 3 Terminated by facility 4 Transferred to another SA treatment or Mental Health program 5 Incarcerated 6 Death by Suicide 7 Death NOT by Suicide 8 Other 9 Lost to Contact 10Administrative ClosureHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed. Collect whenever possible, otherwise mark as unknown.Chose the primary end reason on exit of the special program.Frequency:Collected at program endData Use:Validation:Must be valid codeHistory:Notes: Co-occurring Disorder 121.04GAIN-SS DateSection: Co-occurring DisorderDefinition:Date a screening or assessment (or both) was recorded.Code Values:CodeValueDefinitionRules:Only one option allowed Required for all clientsRequired at assessment for all clients.Frequency:Collected on date of first service or whenever possible and updated whenever status changesCollected and reported as outline by each MCO’s Prepaid Inpatient Health Plan (PIHP) contractData Use:Community Mental Health Services Block Grant (MHBG)State ReportingValidation:Must be valid dateHistory:Notes:Screen Assessment IndicatorSection: Co-occurring DisorderDefinition:An indicator used to identify if a Co‐occurring Disorder transaction is used to report Global Assessment of Individual Needs-Short Screener (GAIN-SS) screening scores, a follow-up assessment, or both.Code Values:CodeValueDefinitionA Co-Occurring Disorder Quadrant AssessmentS GAIN-SS Screening B Both Rules:Only one option allowed Required for all clientsFrequency:Collected on date of first service or whenever possible and updated whenever status changesCollected and reported as outline by each MCO’s PIHP contractData Use:Community Mental Health Services Block Grant (MHBG)State ReportingValidation:Must be valid codeHistory:Notes:Co-Occurring Disorder Quadrant AssessmentSection: Co-occurring DisorderDefinition:Quadrant placement is based on clinical judgment of clients screened who have indications of a co-occurring mental illness and substance use based on GAIN-SS screening results. Code Values:CodeValueDefinition1 Less severe mental health disorder/Less severe substance use disorder 2 More severe mental health disorder/Less severe substance disorder 3 Less severe mental health disorder/More severe substance disorder 4 More severe mental health disorder/More severe substance disorder 9 No Co-occurring treatment need Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Required for all clientsFrequency:Required at intake/assessment for all clients only if the client screens high (2 or higher) on either the IDS or EDS, and on SDS.Collected and reported as outline by each MCO’s PIHP contractData Use:Community Mental Health Services Block Grant (MHBG)State ReportingValidation:Must be valid codeHistory:Notes:Co-Occurring Disorder Screening (IDS)Section: Co-occurring DisorderDefinition:The IDS score is one of three produced upon completion of the co‐occurring disorders screening process. The IDS score is one of three scores from the outcome of a screening using GAIN‐SS tool.Code Values:CodeValueDefinition0 IDS Score of 0 1 IDS Score of 1 2 IDS Score of 2 3 IDS Score of 3 4 IDS Score of 4 5 IDS Score of 5 8 Refused 9 Unable to Complete Historical Code Values:CodeValueEffective Start DateEffective End DateRules:When reporting the outcome of a completed screening, a value between 0 (zero) and 5 must be provided for the IDS score.Use 8 to indicate the client refuses to participate in the specific scale.Use 9 to indicate the client is unable to complete the specific scale.Must attempt to screen all individuals ages thirteen (13) and above through the use of DBHR provided Global Appraisal of Individual Needs – Short Screener (GAIN-SS).Frequency:Collected on date of first service or whenever possible and updated whenever status changesCollected and reported as outline by each MCO’s PIHP contractData Use:Community Mental Health Services Block Grant (MHBG)State ReportingValidation:Must be valid codeHistory:Notes:Co-Occurring Disorder Screening (EDS)Section: Co-occurring DisorderDefinition:The EDS Score is one of three produced upon completion of the co‐occurring disorders screening process. The EDS score is one of three scores from the outcome of a screening using GAIN‐SS tool. Code Values:CodeValueDefinition0 EDS Score of 0 1 EDS Score of 1 2 EDS Score of 2 3 EDS Score of 3 4 EDS Score of 4 5 EDS Score of 5 8 Refused 9 Unable to Complete Historical Code Values:CodeValueEffective Start DateEffective End DateRules:When reporting the outcome of a completed screening, a value between 0 (zero) and 5 must be provided for the EDS score.Use 8 to indicate the client refuses to participate in the specific scale.Use 9 to indicate the client is unable to complete the specific scale.Must attempt to screen all individuals ages thirteen (13) and above through the use of DBHR provided Global Appraisal of Individual Needs – Short Screener (GAIN-SS)Frequency:Collected on date of first service or whenever possible and updated whenever status changesCollected and reported as outline by each MCO’s PIHP contractData Use:Community Mental Health Services Block Grant (MHBG)State ReportingValidation:Must be valid codeHistory:Notes:Co-Occurring Disorder Screening (SDS)Section: Co-occurring DisorderDefinition:The SDS Score is one of three produced upon completion of the co‐occurring disorders screening process. The SDS score is one of three scores from the outcome of a screening using GAIN‐SS tool.Code Values:CodeValueDefinition0 SDS Score of 0 1 SDS Score of 1 2 SDS Score of 2 3 SDS Score of 3 4 SDS Score of 4 5 SDS Score of 5 8 Refused 9 Unable to Complete Historical Code Values:CodeValueEffective Start DateEffective End DateRules:When reporting the outcome of a completed screening, a value between 0 (zero) and 5 must be provided for the SDS score.Use 8 to indicate the client refuses to participate in the specific scale.Use 9 to indicate the client is unable to complete the specific scale.Must attempt to screen all individuals ages thirteen (13) and above through the use of DBHR provided Global Appraisal of Individual Needs – Short Screener (GAIN-SS)Frequency:Collected on date of first service or whenever possible and updated whenever status changesCollected and reported as outline by each MCO’s PIHP contractData Use:Community Mental Health Services Block Grant (MHBG)State ReportingValidation:Must be valid codeHistory:Notes:ASAM Placement 030.02ASAM Assessment DateSection: ASAM PlacementDefinition:Date the assessment occurred.Code Values:CodeValueDefinitionRules:Only one option allowed Required for all substance use disorder clientsFrequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Validation:Must be valid codeHistory:Notes:ASAM Level IndicatedSection: ASAM PlacementDefinition:Clinician placement of client ASAM Level.Code Values:CodeAdolescentAdultDefinition0Place holder for people who are truly not at any risk.0.5Early InterventionEarly Intervention Assessment and education for at-risk individuals who do not meet diagnostic criteria for substance use disorder.1Outpatient ServicesOutpatient ServicesLess than 9 hours of services/week (adult); less than 6 hours/week (adolescents) for recovery or motivational enhancement therapies/strategies 1-WM (Level of Withdrawal Management (WM) for AdultsThis service is generally connected to additional adolescent focused youth services and is not a stand-alone level of care.Ambulatory WM without Extended On-Site MonitoringMild withdrawal with daily or less than daily outpatient supervision; likely to complete withdrawal management and to continue treatment or recovery.2-WM (Level of Withdrawal Management (WM) for AdultsThis service is generally connected to additional adolescent focused youth services and is not a stand-alone level of care.Ambulatory WM with Extended On-Site MonitoringModerate withdrawal with all day withdrawal management support and supervision; at night, has supportive family or living situation; likely to complete withdrawal management.2.1Intensive Outpatient ServicesIntensive Outpatient Services9 or more hours of services/week (adults); 6 or more hours/week (adolescents) to treat multidimensional instability 2.5Partial Hospitalization ServicesPartial Hospitalization Services20 or more hours of services/week for multidimensional instability not requiring 24-hour care 3.1Clinically Managed Low-Intensity Residential ServicesClinically Managed Low-Intensity Residential Services? 24-hour structure with available trained personnel; at least 5 hours clinical services/week3.2-WM (Level of Withdrawal Management (WM) for AdultsThis service is generally connected to additional adolescent focused youth services and is not a stand-alone level of care.Clinically Managed Residential WMModerate withdrawal, but needs 24-hour support to complete withdrawal management and increase likelihood of continuing treatment or recovery 3.3This level of care not designated for adolescent populations.Clinically Managed Population Specific High Intensity Residential Services24-hour care with trained counselor to stabilize multidimensional imminent danger. Less intensive milieu and group treatment for those with cognitive or other impairments unable to use full active milieu or therapeutic community. 3.5Clinically Managed Medium-Intensity Residential ServicesClinically Managed High-Intensity Residential Services24-hour care with trained counselors to stabilize multidimensional imminent danger and prepare for outpatient treatment. Able to tolerate and use full active milieu or therapeutic community.3.7Medically Monitored High-Intensity Inpatient ServicesMedically Monitored Intensive Inpatient Services? 24-hour nursing care with physician availability for significant problems in Dimension 1, 2, or 3. 16 hour/day counselor ability 3.7-WM (Level of Withdrawal Management (WM) for AdultsThis service is generally connected to additional adolescent focused youth services and is not a stand-alone level of care.Medically Monitored Inpatient WMSevere withdrawal and needs 24-hour nursing care and physician visits as necessary; unlikely to complete withdrawal management without medical, nursing monitoring 4Medically Managed Intensive Inpatient ServicesMedically Managed Intensive Inpatient Services24-hour nursing care daily physician care for severe, unstable problems in Dimension 1, 2, or 3. Counseling available to engage patient in treatment. 4-WM (Level of Withdrawal Management (WM) for AdultsThis service is generally connected to additional adolescent focused youth services and is not a stand-alone level of care.Medically Managed Intensive WMSevere, unstable withdrawal and needs 24-hour nursing care and daily physician visits to modify withdrawal management regimen and manage medical instability. OTP (LEVEL 1)Some OTPs not specified for adolescent populations.Opioid Treatment Program(LEVEL 1)Daily or several times weekly opioid agonist medication and counseling available to maintain multidimensional stability for those with severe opioid disorder Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Required for substance use disorder clientsFrequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Validation:Must be valid codeHistory:Notes:DCR Investigation 160.04Investigation Start DateSection: DCR InvestigationDefinition:Indicates the date the individual was advised of their rights under RCW 71.05/71.34.Code Values:CodeValueDefinitionRules:Only one option allowed Only collected for persons being investigated under the Involuntary Treatment Act An individual can have only one investigation start date during a single encounter.Frequency:Only collected for persons being investigated under the Involuntary Treatment Act.Data Use:Validation:Must be valid dateHistory:Notes:Investigation Start TimeSection: DCR InvestigationDefinition:Time of day an investigation started. This is used to separate multiple investigations for the same person on the same day.Code Values:CodeValueDefinitionRules:Only one option allowed Only collected for persons being investigated under the Involuntary Treatment Act. Submit investigation start time anytime an Investigation Start Date is submitted.Submit time values using a 24‐hour clock.Frequency:Data Use:Validation:Must be valid codeHistory:Notes:Investigation County CodeSection: DCR InvestigationDefinition:Indicates the county in which a person was investigated under the Involuntary Treatment Act.Code Values:CodeValueCodeValue53001 Adams 53041 Lewis 53003 Asotin 53043 Lincoln 53005 Benton 53045 Mason 53007 Chelan 53047 Okanogan 53009 Clallam 53049 Pacific 53011 Clark 53051 Pend Oreille 53013 Columbia 53053 Pierce 53015 Cowlitz 53055 San Juan 53017 Douglas 53057 Skagit 53019 Ferry 53059 Skamania 53021 Franklin 53061 Snohomish 53023 Garfield 53063 Spokane 53025 Grant 53065 Stevens 53027 Grays Harbor 53067 Thurston 53029 Island 53069 Wahkiakum 53031 Jefferson 53071 Walla Walla 53033 King 53073 Whatcom 53035 Kitsap 53075 Whitman 53037 Kittitas 53077 Yakima 53039 Klickitat 53001 Adams 53003 Asotin 53005 Benton 53007 Chelan Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Only collected for persons being investigated under the Involuntary Treatment ActFrequency:Data Use:Validation:Must be valid codeHistory:Notes:Investigation OutcomeSection: DCR InvestigationDefinition:Indicates the outcome of a DCR investigation.Code Values:CodeValueDefinition1 Detention to MENTAL HEALTH facility (72 hours as identified under the Involuntary Treatment Act, RCW 71.05). 2 Referred to voluntary Outpatient mental health services. 3 Referred to voluntary Inpatient mental health services. 4 Returned to Inpatient facility/filed revocation petition. 5 Filed petition‐recommending LRA extension. 6 Referred to non‐mental health community resources. 7 Detention to Secure Detox facility (72 hours as identified under RCW 71.05 on April 1, 2018) 9 Other10 Referred to acute detox. 11 Referred to sub-acute detox. 12 Referred to sobering unit. 13 Referred to crisis triage. 14 Referred to SUD intensive outpatient program. 15 Referred to SUD inpatient program. 16 Referred to SUD residential program. 17 No detention – E&T provisional acceptance did not occur within statutory timeframes 18 No detention – Unresolved medical issues 19 Non-emergent detention petition filed 20 Did not require MH or CD services 21 Referred for hold (under RCW 71.05 on April 1, 2018)22 Petition filed for outpatient evaluation 23 Filed petition recommending AOT extension 24No detention – Secure Detox provisional acceptance did not occur within statutory timeframes Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Code "1" if the person was informed of their rights and involuntarily detained. A person may have been informed of their rights and may have decided to be treated voluntarily (code 2, 3, or code 10 – 16)Only collected for persons being investigated under the Involuntary Treatment ActNote: MCO may change outcome of detention if the outcome of detention is for another AOT (assisted outpatient treatment) – if outcome changes, the MCO would send an update recordFrequency:Data Use:Validation:Must be valid codeHistory:Notes:Detention Facility NPISection: DCR InvestigationDefinition:This field is found in the following transactions and indicates the NPI for the facility where a detention occurs:DCR INVESTIGATIONITA HEARINGCode Values:CodeValueDefinitionRules:Only one option allowed Required if the client is detained, referred to voluntary inpatient, or returned to inpatient facility.Only collected for persons being investigated under the Involuntary Treatment Act.Frequency:Data Use:Validation:Must be valid codeHistory:Notes:DBHR provided DCR NPI facility list guidance Legal Reason for Detention/CommitmentSection: DCR InvestigationDefinition:Indicates the reason for detention/commitment.Code Values:CodeValueDefinitionA Dangerous to Self B Dangerous to Others C Gravely Disabled D Dangerous to property X Revoked for reasons other than above Z NA- person was not involuntarily detained under ITA Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Up to four options may be submitted per detention.Only collected for persons being investigated under the Involuntary Treatment ActFrequency:Data Use:Validation:Must be valid codeHistory:Notes:Return to Inpatient/ Revocation AuthoritySection: DCR InvestigationDefinition:Identifies the basic reason for revoking a person. See RCW 71.05.340(3)(a) & (b).Code Values:CodeValueDefinition1 DCR determined detention during course of investigation per RCW 71.05.340(3)(a). 2 Outpatient provider requested revocation per RCW 71.05.340(3)(b) or RCW 71.34 for kids. 9 N/A Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Only collected for persons being investigated under the Involuntary Treatment ActFrequency:Data Use:Validation:Must be valid codeHistory:Notes:This element is specific to returning a client under less restrictive alternative (LRA) to inpatient treatment and the filing of a revocation petition. It distinguishes legal criteria used for person on LRA being returned to inpatient treatment. Use code "9" for all cases where the person is placed on LRA or not committed.DCR Agency NPISection: DCR InvestigationDefinition:Indicates the NPI for the Agency that employs the DCR that provides ITA investigation services. If DCR is employed by multiple agencies, then report only one of the agencies. If DCR is from MCO who do not have NPI then report SUBMITTER ID.Code Values:CodeValueDefinitionHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Only collected for persons being investigated under the Involuntary Treatment ActFrequency:Data Use:Validation:Must be valid codeHistory:Notes:See DBHR Provided DCR NPI List: Investigation Referral Source Section: DCR InvestigationDefinition:Indicates the source of the referral for an ITA investigation.Code Values:CodeValueDefinition8 Law Enforcement 2 Hospital 5 Legal Representative: The person with legal responsibility over/for the individual 1 Family: Spouse, parent, child, sibling 3 Professional: Physician, Behavioral Health Treatment Provider, Child/Adult Protective Services 7 Social Service Provider 4 Care Facility: Assisted Living, adult family homes, nursing homes, behavioral health residential setting, rehabilitation facility 9 Community: landlord, business, neighbors 6 School: primary, secondary, or post-secondary school 10 Other Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Only collected for persons being investigated under the Involuntary Treatment Act.Frequency:Data Use:Validation:Must be valid codeHistory:Notes:Investigation End DateSection: DCR InvestigationDefinition:Indicates the date the DCR secured provisional acceptance from an E&T provider, or made the determination not to detain an individual under RCW 71.05/71.34.Code Values:CodeValueDefinitionRules:Only one option allowed The INVESTIGATION START DATE cannot be greater than the INVESTIGATION END DATEOnly collected for persons being investigated under the Involuntary Treatment ActFrequency:Data Use:Validation:Must be valid codeHistory:Notes:ITA Hearing 162.04Hearing DateSection: ITA HearingDefinition:Indicates the date of an Involuntary Treatment Act court hearing.Code Values:CodeValueDefinitionRules:Only one option allowed Only reported for clients who receive an Involuntary Treatment Act HearingFrequency:Data Use:Gun background checkValidation:Must be valid dateHistory:Notes:Hearing OutcomeSection: ITA HearingDefinition:Indicates the outcome of an Involuntary Treatment Act court hearing. Indicates the type of commitment, if any, as a result of a court orderCode Values:CodeValueDefinition0 Dismissed Dismissal by a court order1 14 Day MH Commitment Court order for up to 14 days treatment2 90 Day MH Commitment or extension Court order for up to 90 days treatment3 180 Day MH Commitment or extension Court order for up to 180 days treatment4 90 Day MH LRA or LRA extension Court order for 90 days of Less Restrictive Tx5 180 Day MH LRA or LRA extension Court order for 180 days of Less Restrictive Tx6 Agreed to Voluntary Treatment Person agrees to voluntary treatment 7 Revoke LRA Court order revocation of a LRA court order8 Reinstate LRA Discharge of person on the original LRA order9 3 Day Commitment under Joel’s Law Court order for 72 hours Tx from a Joel’s law petition10 Dismissal of petition filed under Joel’s Law Court order dismissing a Joel’s law petition11 Order for outpatient evaluation within 72 hours for Assisted Outpatient Treatment Court order for evaluation for AOT 12 90 Day Assisted Outpatient Treatment Order Nonexistent order only a 90 day AOT order exists per RCW 71.051414 Day SUD Commitment or extensionAfter 4/1/18 court order for 14 day SUD Tx1590 Day SUD Commitment or extension Nonexistent order16180 Day SUD Commitment or extension Nonexistent order 1790 Day SUD revocationAfter 4/1/18 court order for revocation of a 90 day SUD LRA order18180 Day SUD revocationNonexistent order 1990 Day SUD LRA or LRA extension Court order for 90 days of less restrictive alternative order for SUD treatment20180 Day SUD LRA or LRA extension Nonexistent orderHistorical Code Values:CodeValueEffective Start DateEffective End Date13 365 Day Assisted Outpatient Treatment Order 4/1/20164/1/2018Rules:Only one option allowed Only reported for clients who receive an Involuntary Treatment Act hearingFrequency:Data Use:Gun background checkValidation:Must be valid codeHistory:Notes:Hearing County CodeSection: ITA HearingDefinition:Indicates the county where a court hearing was held under the Involuntary Treatment Act.Code Values:CodeValueCodeValue53001 Adams 53041 Lewis 53003 Asotin 53043 Lincoln 53005 Benton 53045 Mason 53007 Chelan 53047 Okanogan 53009 Clallam 53049 Pacific 53011 Clark 53051 Pend Oreille 53013 Columbia 53053 Pierce 53015 Cowlitz 53055 San Juan 53017 Douglas 53057 Skagit 53019 Ferry 53059 Skamania 53021 Franklin 53061 Snohomish 53023 Garfield 53063 Spokane 53025 Grant 53065 Stevens 53027 Grays Harbor 53067 Thurston 53029 Island 53069 Wahkiakum 53031 Jefferson 53071 Walla Walla 53033 King 53073 Whatcom 53035 Kitsap 53075 Whitman 53037 Kittitas 53077 Yakima 53039 Klickitat 53001 Adams 53003 Asotin 53005 Benton 53007 Chelan Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only one option allowed Only collected for persons being investigated under the Involuntary Treatment ActFrequency:Data Use:Gun background checkValidation:Must be valid codeHistory: Notes:Substance Use 036.02Substance (1, 2, 3)Section: Substance UseDefinition:Indicates the specific substance(s), or substance category(s), the client is being seen for.Code Values:CodeValueDefinition1 None 2 Alcohol 3 Cocaine/Crack 4 Marijuana/Hashish 5 Heroin 6 Other Opiates And Synthetics 7 PCP-phencyclidine 8 Other Hallucinogens 9 Methamphetamine 10 Other Amphetamines 11 Other Stimulants 12 Benzodiazepine 13 Other non-Benzodiazepine Tranquilizers 14 Barbiturates 15 Other Non-Barbiturate Sedatives or Hypnotics 16 Inhalants 17 Over-The-Counter 18 Oxycodone 19 Hydromorphone 20 MDMA (ecstasy, Molly, etc.) 21OtherHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Required field for all clients receiving Substance Use Disorder services.Reported at admission, discharge, and updated at least every 90 days or upon change whichever comes first.A Substance (except for ”None”) cannot be selected more than once.The same substance(s) must be included in the report at admission, at least every 90 days or upon change whichever comes first, and at discharge. The purpose of this is to detect how frequency and method of use change for the 3 substances between admission and discharge. If substance 2 & 3 were originally reported as null, these can be updated in the course of treatment, and must be the same substances reported at discharge. May have different substances for different programs. Substances do not have to be consistent across all programs. Frequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Must be valid codeHistory:Notes:Age at First Use (1, 2, 3)Section: Substance UseDefinition:Indicates the age at which the client first used the specific substance.Code Values:CodeValueDefinition0 Client born with a substance use disorder resulting from in-utero exposure 1-98 Age At First Use, in years 99 Not applicable Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only reported for substance use disorder clients.Required if any substance other than "None" is reported in the SUBSTANCE element.Must be less than or equal to client’s age when reported.Reported at admission, discharge and at least every 90 days or upon change whichever comes first.Frequency:Data Use:Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Must be valid codeHistory:Notes:Frequency of Use (1, 2, 3) Section: Substance UseDefinition:Indicates the frequency that the client used a specific substance in the last 30 days.Code Values:CodeValueDefinition1 No Use In The Past Month 2 1-3 Times In Past Month 3 4-12 Times In Past Month 4 13 or More Times In Past Month 5 Daily 6 Not Applicable 7Not AvailableHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only reported for Substance Use Disorder clients.Required if any substance other than "None" is reported in the SUBSTANCE element.Reported at admission, discharge and at least every 90 days or upon change whichever comes first.Frequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Substance Abuse Prevention and Treatment Block Grant (SABG) - Treatment Episode Data Set (TEDS) ReportingValidation:Must be valid codeHistory:Notes:Peak Use (1, 2, 3) Section: Substance UseDefinition:Indicates the highest monthly use pattern in the twelve months preceding admission.Code Values:CodeValueDefinition1 No Use 2 1-3 Times In A Month 3 4-12 Times In A Month 4 13 or More Times In A Month 5 Daily 6 Not Applicable Historical Code Values:CodeValueEffective Start DateEffective End DateRules:Only required for substance use disorder clients.Required if any substance other than "None" is reported in the SUBSTANCE element.Reported at admission.Frequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Validation:Must be valid codeHistory:Notes:Method (1, 2, 3) Section: Substance UseDefinition:Indicates the most common method the client uses to administer a specific substance.Code Values:CodeValueDefinition1Inhalation2Injection3Oral4Other5SmokingHistorical Code Values:CodeValueEffective Start DateEffective End DateRules:Only reported for substance use disorder clients.Required if any substance other than "None" is reported in the SUBSTANCE element.Reported at admission, discharge and updated at least every 90 days or upon change whichever comes first.Frequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Validation:Must be valid codeHistory:Notes:Date of Last Used (1, 2, 3) Section: Substance UseDefinition:Indicates the date that client last used a specific substance.Code Values:CodeValueDefinitionRules:Only reported for Substance Use Disorder clients.Reported at admission, discharge and updated at least every 90 days or upon change whichever comes first.Required if any substance other than "None" is reported in the SUBSTANCE element.Must be less than or equal to the date on which it is reported.Date last used must be greater than the client's birthdate or age at first use.Frequency:Collected on date of first service or whenever possible and updated whenever status changesData Use:Validation:Must be valid dateHistory:Notes:Funding 140.01Type of Funding SupportSection: FundingDefinition:This field specifies type of funding support for clients.Code Values:CodeValueDefinition01Medicaid only02Medicaid and non-Medicaid sources03Non-Medicaid only97UnknownIndividual client value is unknown.98Not collectedState does not collect this field.Rules:Optional reporting.Report type of funding support each client had throughout the reporting period. Use code 97 (Unknown) if the state collects this data but for some reason a particular record does not reflect an acceptable value. Use code 98 (Not Collected) if the state does not collect this data or per state policy this data element is not collected for a certain population. Use code 98 (not code 97) if the particular record belongs to the population exempt in the state policy from reporting this data element. Cite in the State Data Crosswalk if this data element is currently not collected. If the state is collecting this data but decided not to report, cite reason for not reporting and use code 98.Frequency:Data Use:SAMHSA MH-CLD Field Number O-03Validation:If this field is blank or contains an invalid value, the value will be changed to 99 (Invalid Data) and a non-fatal data edit violation error will be generated.Notes:Source: Source of Income/SupportSection: FundingDefinition:Identifies the client’s principal source of financial support. For children under 18, this field indicates the parents’ primary source of income/support.Code Values:CodeValueDefinition1Wages/Salary 2 Public Assistance 3 Retirement/Pension 4 Disability 20 Other 21 None 97 Unknown Individual client value is unknown. 98 Not collected State does not collect this field. This code should also be used when the state collects only a subset of the categories. Rules:Reporting of this field is optional for both substance use and mental health clients. States are encouraged to report data for all categories in the list of valid entries, but reporting a subset of the categories is acceptable. If the state collects a subset of the categories, clients not fitting the subset should be coded as 98 Not collected. For example, if the state collects only 02 Public assistance, all other categories of Source of Income/Support should be coded as 98 Not collected. If the state does not collect Source of Income/Support, all records should be coded 98 Not collected. For children younger than 18 years old, report the primary parental source of income/support.Frequency:Data Use:SAMHSA TEDS Field Number SuDS 9 (admission)Validation:If this field is blank or contains an invalid value, the value will be changed to 99 Invalid data and a warning error will be generated.Notes:Sources: (page S-13) and Block Grant Funded ServicesSection: FundingDefinition:This field specifies if any of the services and supports clients received were paid for by the SAMHSA Mental Health Block Grant (MHBG) and Substance Abuse Block Grant (SABG). Able to submit two values one for use of MHBG, one for SABG. Code Values:CodeValueDefinition1YesMHBG used to pay for services and supports2NoMHBG funds were not used3YesSABG used to pay for services and supports4No SABG funds were not used 97UnknownIndividual client value is unknown.98Not collectedField is not collectedRules:Optional reportingIf state is collecting this information but opted not to report, cite reason. Use code 97 (Unknown) if the state collects this data but for some reason a particular record does not reflect an acceptable value. Use code 98 (Not Collected) if the state does not collect this data or per state policy this data element is not collected for a certain population. Use code 98 (not code 97) if the particular record belongs to the population exempt in the state policy from reporting this data element. Cite in the State Data Crosswalk if this data element is currently not collected. If the state is collecting this data but decided not to report, cite reason for not reporting and use code 98. Frequency:Report if the client received any services or supports paid for by the MHBG or SABG at any time throughout the reporting period. Data Use:SAMHSA MH-CLD Field Number O-04Validation:If this field is blank or contains an invalid value, the value will be changed to 99 (Invalid Data) and a non-fatal data edit violation error will be generated. If this field is reported using code 01 (yes, MHBG used to pay for services and supports), SMI/SED Status field (C-08) must either be reported using code 1 (SMI) or code 2 (SED) or a non-fatal data edit violation error will be generated. If this field is reported using code 01 (yes, MHBG used to pay for services and supports), All Service Settings throughout the Reporting Period field (C-15) cannot be reported using code 00001 (State Psychiatric Hospital) or a non-fatal data edit violation error will be generated.Notes:Source: A: Document HistoryThis is a summary of the changes made to the document. Date: effective date of comments/statusChange Type: proposed change, publish, approve dates, revisions, draftsDescription: detailed description or publish detailsName: primary owner of changesDateChange TypeDescriptionNameData Guide Version 3.08/30/2019Approved/PublishVersion: 3.0Approved: 1/30/2018Publish: 2/1/2018 Huong Nguyen7/9/2019Proposed ChangesReceived feedback on draft through 7/9/2019 from organizationsMCOs/BHOs/ASOsData Guide Version 2.0 – Prior document history and revisions contained in version 2.21/30/2018Approved/PublishVersion: 2.2Approved: 1/30/2018Publish: 2/1/2018Huong Nguyen2/23/2017Approved/PublishVersion: 2.1Approved: 1/30/2018Publish: 2/1/2018Huong Nguyen11/18/2016Approved/PublishVersion: 2.0Approved: 1/30/2018Publish: 2/1/2018Huong NguyenAppendix B: Error CodesThis is a list of error codes generated from the system. Error Code DirectoryError CodeDescription23306Error: Consumer ID for Contractor has been previously voided.30197Referenced Client Id may not be the same as the Client Id. Transaction not posted30198Referenced Client Id may not be blank. Transaction not posted. 30199Valid Client Demographics for Referenced Client ID not found. Transaction not posted.30200Client ID may not be blank. Transaction not posted.30201SUBMITTER ID is invalid. Transaction not posted.30202Valid Client Demographics transaction not found. Transaction not posted.30203Invalid Provider NPI. Transaction not posted.30204First name may not be blank. Transaction not posted.30205Last name may not be blank. Transaction not posted.30206Invalid SSN. If not blank, must be exactly nine digits without dashes. Transaction not posted.30207Invalid birthdate. May not be blank. Transaction not posted.30208Invalid Gender code. Transaction not posted.30209Invalid Military Service code. Transaction not posted.30210Invalid Assessment Date. Transaction not posted.30211Invalid ASAM Level code. Transaction not posted.30212Invalid Hispanic Origin code. Transaction not posted.30213Invalid Language code. Transaction not posted.30214Problem with Race codes. Must be multiple of 3 to parse correctly. Transaction not posted.30215Invalid Sexual Orientation code. 30216Invalid Education code. Transaction not posted.30217Invalid Employment code. Transaction not posted.30218Invalid Marital Status code. Transaction not posted30219Invalid Parenting code. Transaction not posted.30220Invalid Authorization Decision Date. Transaction not posted.30221Invalid Authorization ID. May not be blank. Transaction not posted.30222Invalid Start Date. May not be blank. Transaction not posted.30223Invalid End Date. Transaction not posted.30224Start Date may not be later than End Date. Transaction not posted.30225Invalid Authorization Decision Code. Transaction not posted.30226Error: Invalid Effective date. May not be blank or longer than 8 digits. Transaction not posted.30227Invalid County code. Transaction not posted.30228Invalid State code. Transaction not posted.30229Zip Code not numeric. Transaction not posted.30230Invalid Zip Code Length. Transaction not posted.30231Invalid WA Zip Code. Transaction not posted.30232Invalid OR Zip Code. Transaction not posted.30233Invalid ID Zip Code. Transaction not posted.30330Invalid Pregnant code. Transaction not posted.30331Invalid Smoking Status code. Transaction not posted.30332Invalid Residence code. Transaction not posted.30333Invalid School Attendance code. Transaction not posted. 30334Invalid Self Help code. Transaction not posted.30335Invalid Needle used recently code. Transaction not posted.30336Invalid Needle Use Ever code. Transaction not posted.30337Invalid GAINS Date. Transaction not posted.30338Invalid Screen Assessment Indicator code. Transaction not posted.30339Invalid IDS code. Transaction not posted.30340Invalid EDS code. Transaction not posted.30341Invalid SDS code. Transaction not posted.30342Invalid Screen Assessment Score. May not be blank. Transaction not posted.30343Missing one or more of IDS, EDS, SDS when required30344Missing Assessment Score when required30345Invalid Detention Facility NPI. Transaction not posted.30346Invalid DMHP Agency NPI. Transaction not posted.30347Invalid Start Time. Transaction not posted.30348Invalid Investigation Outcome code. Transaction not posted.30349Invalid Investigation Referral Source code. May not be null. Transaction not posted.30350Invalid Hearing Outcome. Transaction not posted.30351Invalid Hearing Date. Transaction not posted.30352Invalid Program code. Transaction not posted.30353Invalid Episode Record key. May not be blank. Transaction not posted.30354Invalid Episode Modality code. Transaction not posted.30355Invalid Discharge Reason code. May not be null if Discharge Date is included. Transaction not posted.30356Invalid Referral Source code. May not be null. Transaction not posted.30357Invalid Substance One code. Transaction not posted.30358Invalid Substance Two code. Transaction not posted.30359Invalid Substance Three code. Transaction not posted.30360Invalid Age at First Use One code. May not be blank. Transaction not posted.30361Invalid Age at First Use Two code. May not be blank unless Substance Two equals 1. Transaction not posted.30362Invalid Age at First Use Three code. May not be blank unless Substance Three equals 1. Transaction not posted.30363Invalid Frequency Use One code. May not be blank. Transaction not posted.30364Invalid Frequency Use Two code. May not be blank unless Substance Two equals 1. Transaction not posted.30365Invalid Frequency Use Three code. May not be blank unless Substance Three equals 1. Transaction not posted.30366Invalid Peak Use One code. May not be blank. Transaction not posted.30367Invalid Peak Use Two code. May not be blank unless Substance Two equals 1. Transaction not posted.30368Invalid Peak Use Three code. May not be blank unless Substance Three equals 1. Transaction not posted.30369Invalid Method Use One code. May not be blank. Transaction not posted.30370Invalid Method Use Two code. May not be blank unless Substance Two equals 1. Transaction not posted.30371Invalid Method Use Three code. May not be blank unless Substance Three equals 1. Transaction not posted.30372Invalid Last Used One Date. May not be blank. Transaction not posted.30373Invalid Last Used Two Date. May not be blank unless Substance Two equals 1. Transaction not posted.30374Invalid Last Used Two Date. May not be blank unless Substance Three equals 1. Transaction not posted.30378ASAMRecordKey may not be blank. Transaction not posted.30379ASAMRecordKey may not contain non-alphanumeric characters. Transaction not posted.30380Disallowed characters in SourceTrackingId. Transaction not posted.30381Invalid Revocation Authority code. Transaction not posted.30382ProgramIdKey may not be blank. Transaction not posted30383Disallowed characters in ProgramIdKey. Transaction not posted.30400Invalid Batch Date. File not processed.30401Batch out of sequence. File not processed30402Invalid Transaction Code. Transaction not posted.30403Expired transaction code. Transaction not posted.99999Temp error number place holderAppendix C: Entity Relationship Diagram (ERD)Appendix D: Process Flow ChartThese flowcharts are meant to provide an overview of the process and not as a requirement or meant to capture every scenario. Appendix E: Submission InstructionsEach MCO will have a login account that is made up of the MCO initials, the type of user (MCO/BH-ASO), and the number “1”.? The test accounts have a “-t” in the login name.Using Community Health Plans WA as an example for MCOs:“hca-communityhealthplanswa” is the Production account“hca-communityhealthplanswa-test” is the Test accountThe MCO will use their account to log into the SFTP. The SFTP account folders look like this:Once logged in with the production account the MCOs place txt files in the “MCO” production folder corresponding to their account if they are submitting production data. If they are testing they will use the testing login and place a text file in the test account. Only txt files will be accepted. The SQL Agent job runs every hour of the day from 6am to 6pm, 7 days a week to process the files, unless there is an “urgent” need. If there is an urgent need the MCO needs to contact IT for processing. The job processes the file and produces an error report that gets returned to the MCO with error information regarding which records were processed. Validation of the data will be based on date in the transaction (ie. Effective Date).If there are any issues, the MCO would contact HCA Service desk at ServiceDesk@HCA. for help. Appendix F: Instructions for submitting Site ID in P1837PHeaderService Facility Location name (Loop 2310C)2702310CNM101Entity Identifier CodePlease use '77'2702310CNM102Entity Type QualifierPlease use '2'2702310CNM103Name Last or Organization NamePlease enter Organization Name here.Service Facility Location Address (Loop 2310C)2722310CN301Address InformationPlease enter the Service Facility address line 1.2722310CN302Address InformationPlease enter the Service Facility address line 2.Service Facility Location City/State/ZIP Code (Loop 2310C)2732310CN401City NamePlease enter the Service Facility Location city.2742310CN402State or Province CodePlease enter the Service Facility Location State.2742310CN403Postal CodePlease enter the Service Facility Location Zip Code.Service Facility Location Secondary Identification (Loop 2310C)2752310CREF01Reference Identification QualifierPlease enter ‘G2’2762310CREF02Reference IdentificationPlease enter the Service Facility Location’s Agency ID.837PLineService Facility Location name (Loop 2420C)4422420CNM101Entity Identifier CodePlease use '77'4422420CNM102Entity Type QualifierPlease use '2'4422420CNM103Name Last or Organization NamePlease enter Organization Name here.Service Facility Location Address (Loop 2420C)4442420CN301Address InformationPlease enter the Service Facility address line 1.4442420CN302Address InformationPlease enter the Service Facility address line 2.Service Facility Location City/State/ZIP Code (Loop 2420C)4452420CN401City NamePlease enter the Service Facility Location city.4462420CN402State or Province CodePlease enter the Service Facility Location State.4462420CN403Postal CodePlease enter the Service Facility Location Zip Code.Service Facility Location Secondary Identification (Loop 2420C)4472420CREF01Reference Identification QualifierPlease enter ‘G2’4482420CREF02Reference IdentificationPlease enter the Service Facility Location’s Agency ID.837IHeaderService Facility Location name (Loop 2310E)3422310ENM101Entity Identifier CodePlease use '77'3422310ENM102Entity Type QualifierPlease use '2'3422310ENM103Name Last or Organization NamePlease enter Organization Name here.Service Facility Location Address (Loop 2310E)3442310EN301Address InformationPlease enter the Service Facility address line 1.3442310EN302Address InformationPlease enter the Service Facility address line 2.Service Facility Location City/State/ZIP Code (Loop 2310E)3452310EN401City NamePlease enter the Service Facility Location city.3462310EN402State or Province CodePlease enter the Service Facility Location State.3462310EN403Postal CodePlease enter the Service Facility Location Zip Code.Service Facility Location Secondary Identification (Loop 2310E)3472310EREF01Reference Identification QualifierPlease enter ‘G2’3482310EREF02Reference IdentificationPlease enter the Service Facility Location’s Agency ID.Appendix G: Primary Language Code List submitted should be the first 3 letters. If there are two codes for a particular language they can be used interchangeably, but preferably the bibliographic version marked with an asterisk (*) of the code is used. Note: It is not mandatory to use all of the language codes and each MCO is able to choose a set of common language codes to use. Once a shorter list for a specific provider is chosen code “und” = undetermined can be used for languages not on the chosen shorter list. ISO 639-2 CodeEnglish name of LanguageabkAbkhazianaceAchineseachAcoliadaAdangmeadyAdyghe; AdygeiaarAfarafhAfrihiliafrAfrikaansafaAfro-Asiatic languagesainAinuakaAkanakkAkkadianalbAlbanian*sqiAlbanianaleAleutalgAlgonquian languagestutAltaic languagesamhAmharicanpAngikaapaApache languagesaraArabicargAragonesearpArapahoarwArawakarmArmenian*hyeArmenianrupAromanian; Arumanian; Macedo-RomanianartArtificial languagesasmAssameseastAsturian; Bable; Leonese; AsturleoneseathAthapascan languagesausAustralian languagesmapAustronesian languagesavaAvaricaveAvestanawaAwadhiaymAymaraazeAzerbaijanibanBalinesebatBaltic languagesbalBaluchibamBambarabaiBamileke languagesbadBanda languagesbntBantu languagesbasBasabakBashkirbaqBasque*eusBasquebtkBatak languagesbejBeja; BedawiyetbelBelarusianbemBembabenBengaliberBerber languagesbhoBhojpuribihBihari languagesbikBikolbinBini; EdobisBislamabynBlin; BilinzblBlissymbols; Blissymbolics; BlissnobBokm?l, Norwegian; Norwegian Bokm?lbosBosnianbraBrajbreBretonbugBuginesebulBulgarianbuaBuriatburBurmese*myaBurmesecadCaddocatCatalan; ValenciancauCaucasian languagescebCebuanocelCeltic languagescaiCentral American Indian languageskhmCentral KhmerchgChagataicmcChamic languageschaChamorrocheChechenchrCherokeechyCheyennechbChibchanyaChichewa; Chewa; NyanjachiChinese*zhoChinesechnChinook jargonchpChipewyan; Dene SulinechoChoctawchuChurch Slavic; Old Slavonic; Church Slavonic; Old Bulgarian; Old Church SlavonicchkChuukesechvChuvashnwcClassical Newari; Old Newari; Classical Nepal BhasasycClassical SyriaccopCopticcorCornishcosCorsicancreCreemusCreekcrpCreoles and pidginscpeCreoles and pidgins, English basedcpfCreoles and pidgins, French-basedcppCreoles and pidgins, Portuguese-basedcrhCrimean Tatar; Crimean TurkishhrvCroatiancusCushitic languagescesCzechczeCzech*dakDakotadanDanishdarDargwadelDelawaredinDinkadivDivehi; Dhivehi; MaldiviandoiDogridgrDogribdraDravidian languagesduaDualadumDutch, Middle (ca.1050-1350)dut Dutch; Flemish*nldDutch; FlemishdyuDyuladzoDzongkhafrsEastern FrisianefiEfikegyEgyptian (Ancient)ekaEkajukelxElamiteengEnglishenmEnglish, Middle (1100-1500)angEnglish, Old (ca.450-1100)myvErzyaepoEsperantoestEstonianeweEweewoEwondofanFangfatFantifaoFaroesefijFijianfilFilipino; PilipinofinFinnishfiuFinno-Ugrian languagesfonFonfraFrenchfreFrench*frmFrench, Middle (ca.1400-1600)froFrench, Old (842-ca.1400)furFriulianfulFulahgaaGaglaGaelic; Scottish GaeliccarGalibi CaribglgGalicianlugGandagayGayogbaGbayagezGeezgeo Georgian*katGeorgiandeuGermangerGerman*gmhGerman, Middle High (ca.1050-1500)gohGerman, Old High (ca.750-1050)gemGermanic languagesgilGilbertesegonGondigorGorontalogotGothicgrbGrebogrcGreek, Ancient (to 1453)ellGreek, Modern (1453-)gre Greek, Modern (1453-)*grnGuaranigujGujaratigwiGwich'inhaiHaidahatHaitian; Haitian CreolehauHausahawHawaiianhebHebrewherHererohilHiligaynonhimHimachali languages; Western Pahari languageshinHindihmoHiri MotuhitHittitehmnHmong; MonghunHungarianhupHupaibaIbaniceIcelandic*IslIcelandicidoIdoiboIgboijoIjo languagesiloIlokosmnInari SamiincIndic languagesineIndo-European languagesindIndonesianinhIngushinaInterlingua (International Auxiliary Language Association)ileInterlingue; OccidentalikuInuktitutipkInupiaqiraIranian languagesgleIrishmgaIrish, Middle (900-1200)sgaIrish, Old (to 900)iroIroquoian languagesitaItalianjpnJapanesejavJavanesejrbJudeo-ArabicjprJudeo-PersiankbdKabardiankabKabylekacKachin; JingphokalKalaallisut; GreenlandicxalKalmyk; OiratkamKambakanKannadakauKanurikrcKarachay-BalkarkaaKara-KalpakkrlKareliankarKaren languageskasKashmiricsbKashubiankawKawikazKazakhkhaKhasikhiKhoisan languageskhoKhotanese; SakankikKikuyu; GikuyukmbKimbundukinKinyarwandakirKirghiz; KyrgyztlhKlingon; tlhIngan-HolkomKomikonKongokokKonkanikorKoreankosKosraeankpeKpellekroKru languageskuaKuanyama; KwanyamakumKumykkurKurdishkruKurukhkutKutenailadLadinolahLahndalamLambadayLand Dayak languageslaoLaolatLatinlavLatvianlezLezghianlimLimburgan; Limburger; LimburgishlinLingalalitLithuanianjboLojbanndsLow German; Low Saxon; German, Low; Saxon, LowdsbLower SorbianlozLozilubLuba-KatangaluaLuba-LulualuiLuisenosmjLule SamilunLundaluoLuo (Kenya and Tanzania)lusLushailtzLuxembourgish; LetzeburgeschmacMacedonian*mkdMacedonianmadMaduresemagMagahimaiMaithilimakMakasarmlgMalagasymay Malay*msa MalaymalMalayalammltMaltesemncManchumdrMandarmanMandingomniManipurimnoManobo languagesglvManxmao Maori*mri MaoriarnMapudungun; MapuchemarMarathichmMarimahMarshallesemwrMarwarimasMasaimynMayan languagesmenMendemicMi'kmaq; MicmacminMinangkabaumwlMirandesemohMohawkmdfMokshalolMongomonMongolianmkhMon-Khmer languagesmosMossimulMultiple languagesmunMunda languagesnahNahuatl languagesnauNaurunavNavajo; NavahondeNdebele, North; North NdebelenblNdebele, South; South NdebelendoNdonganapNeapolitannewNepal Bhasa; NewarinepNepaliniaNiasnicNiger-Kordofanian languagesssaNilo-Saharan languagesniuNiueannqoN'KozxxNo linguistic content; Not applicablenogNogainonNorse, OldnaiNorth American Indian languagesfrrNorthern FrisiansmeNorthern SaminorNorwegiannnoNorwegian Nynorsk; Nynorsk, NorwegiannubNubian languagesnymNyamwezinynNyankolenyoNyoronziNzimaociOccitan (post 1500)arcOfficial Aramaic (700-300 BCE); Imperial Aramaic (700-300 BCE)ojiOjibwaoriOriyaormOromoosaOsageossOssetian; OsseticotoOtomian languagespalPahlavipauPalauanpliPalipamPampanga; KapampanganpagPangasinanpanPanjabi; PunjabipapPapiamentopaaPapuan languagesnsoPedi; Sepedi; Northern SothofasPersianper Persian*peoPersian, Old (ca.600-400 B.C.)phiPhilippine languagesphnPhoenicianponPohnpeianpolPolishporPortuguesepraPrakrit languagesproProven?al, Old (to 1500);Occitan, Old (to 1500)pusPushto; PashtoqueQuechuarajRajasthanirapRapanuirarRarotongan; Cook Islands Maoriqaa-qtzReserved for local useroaRomance languagesrum Romanian; Moldavian; Moldovan* ron Romanian; Moldavian; MoldovanrohRomanshromRomanyrunRundirusRussiansalSalishan languagessamSamaritan AramaicsmiSami languagessmoSamoansadSandawesagSangosanSanskritsatSantalisrdSardiniansasSasakscoScotsselSelkupsemSemitic languagessrpSerbiansrrSerershnShansnaShonaiiiSichuan Yi; NuosuscnSiciliansidSidamosgnSign LanguagesblaSiksikasndSindhisinSinhala; SinhalesesitSino-Tibetan languagessioSiouan languagessmsSkolt SamidenSlave (Athapascan)slaSlavic languagessloSlovak*slkSlovakslvSloveniansogSogdiansomSomalisonSonghai languagessnkSoninkewenSorbian languagessotSotho, SouthernsaiSouth American Indian languagesaltSouthern AltaismaSouthern SamispaSpanish; CastiliansrnSranan TongozghStandard Moroccan TamazightsukSukumasuxSumeriansunSundanesesusSususwaSwahilisswSwatisweSwedishgswSwiss German; Alemannic; AlsatiansyrSyriactglTagalogtahTahitiantaiTai languagestgkTajiktmhTamashektamTamiltatTatartelTeluguterTerenotetTetumthaThaitibTibetan* bodTibetantigTigretirTigrinyatemTimnetivTivtliTlingittpiTok PisintklTokelautogTonga (Nyasa)tonTonga (Tonga Islands)tsiTsimshiantsoTsongatsnTswanatumTumbukatupTupi languagesturTurkishotaTurkish, Ottoman (1500-1928)tukTurkmentvlTuvalutyvTuviniantwiTwiudmUdmurtugaUgariticuigUighur; UyghurukrUkrainianumbUmbundumisUncoded languagesundUndeterminedhsbUpper SorbianurdUrduuzbUzbekvaiVaivenVendavieVietnamesevolVolapükvotVoticwakWakashan languageswlnWalloonwarWaraywasWashowel Welsh* cymWelshfryWestern FrisianwalWolaitta; WolayttawolWolofxhoXhosasahYakutyaoYaoyapYapeseyidYiddishyorYorubaypkYupik languageszndZande languagesZapZapotecZzaZaza; Dimili; Dimli; Kirdki; Kirmanjki; ZazakiZenZenagaZhaZhuang; ChuangZulZuluZunZuniAppendix H: Nationally Accepted HIT Code ReferencesCrosswalk values are added to their corresponding data element. Standard Development OrganizationsDescriptionLinkLOINC?LOINC (Logical Observation Identifiers Names and Codes) common terminology for laboratory and clinical observations to send clinical data electronically from laboratories and other data who use the data for clinical care and management purposes. CT?SNOMED CT ((Systematized Nomenclature of Medicine--Clinical Terms)is a systematically organized computer processable collection of medical terms providing codes, terms, synonyms and definitions used in clinical documentation and reporting. SNOMED CT is considered to be the most comprehensive, multilingual clinical healthcare terminology in the world.SNOMED CT is one of a suite of designated standards for use in U.S. Federal Government systems for the electronic exchange of clinical health information. PHIN Vocabulary Coding System concepts are used when the public health concepts are not available in the Standard Development Organization(SDO) Vocabulary (e.g., SNOMED CT, LOINC). The CDC/PHIN includes code systems for:1.Race & Ethnicity Code System 2. Race 3. Ethnicity Hierarchy (Office of Management and Budget) established codes for race categories. I: Provider Entry Portal (PEP) The Provider Entry Portal is used for non-tribal providers providing services to tribal members. Although the Provider Entry Portal (PEP) references this data guide, there are additional instructions specified in Provider Entry Portal materials that should be followed for complete transmission. If there are questions or if transactions are not accepted, please contact PEP support. Appendix J: Criminal Justice Treatment Account (CJTA) Although the CJTA program references this data guide, there are additional transactions specified in CJTA guides that should be followed for complete transmission. Links to CJTA guides will be referenced here when available.BHDS GlossaryTermDefinitionClarification1st routine encounterFirst non-crisis encounter following the intake/assessment ?Action Code This is the code submitted by the user that is a status or change the user intended. How this is used is covered in the Add/Change Status section of the document.?Agency?Providers, agencies, or entities providing services directly to clients in the community. ?AssessmentClinical medicine, evaluation of the patient for the purposes of forming a diagnosis and plan of treatment.In this context it is synonymous with intake in mental health.Behavioral Health Supplemental TransactionTransactions submitted to the BHDS, aka: Non-encounter transactionsBHDCBehavioral Health Consolidation: The project effort to integrate both mental health and substance use disorder.?BHDSBehavioral Health Data System: This is the process for submission of the client-level data to DBHR.?CDC /PHINCDC PHIN Vocabulary Coding System concepts are used when the public health concepts are not available in the Standard Development Organization(SDO) Vocabulary (e.g., SNOMED CT, LOINC). The CDC/PHIN includes code systems for:1.Race & Ethnicity Code System 2. Race 3. Ethnicity HierarchyClientPerson needing servicesPerson identified in BHDSClinicianMedical professional having direct contact with and responsibility for patients?Data ElementField of data ?Date of Request for ServiceDate client asks for service. Can be done in via multiple methods such as phone call, walk in, referral, others requesting services on behalf of client.DBHRDivision of Behavioral Health and Recovery?Discharge Client no longer receives services from a particular MCO?EDIElectronic Data Interchange (EDI) is the computer-to-computer exchange of business data in standard formats.EDI 837 The EDI (Electronic Data Interchange) 837 transaction set is the format established to meet HIPAA requirements for the electronic submission of healthcare claim information. The claim information included amounts to the following, for a single care encounter between patient and provider. ?EDI X12NEDI X12 (Electronic Data Interchange) is data format based on ASC X12 standards. It is used to exchange specific data between two or more trading partners. Term 'trading partner' may represent organization, group of organizations or some other entity.Gain-SSGAIN-SS (Global Assessment of Individual Needs-Short Screener)?Identifier?Unique key for an entity?IntakeThe process of admission of an individual to a health facility, during which data regarding the health history and other pertinent personal information is gathered.?LOINCLOINC (Logical Observation Identifiers Names and Codes) common terminology for laboratory and clinical observations to send clinical data electronically from laboratories and other data who use the data for clinical care and management purposes.MCO Administrator?The head of the organization at the level able to commit the organization and its resources into programs. This does not necessarily mean the CEO, but often is at that level.MCOsManaged Care OrganizationsIncludes Managed Care Organizations and Behavioral Health-Administrative Service Organizations. Mental HealthMental health refers to our cognitive, behavioral, and emotional wellbeing - it is all about how we think, feel, and behave.?MH-CISLegacy Mental Health Information System –Mental Health Consumer Information System?ModalityThe method of application of a therapeutic agent or regimen.Specific to a substance use level of careOMBOMB (Office of Management and Budget) established codes for race categories.On changeVerification with client if information has changed.pre-intake Prior to assessment/intakeProvider AgencySites providing mental health and substance abuse services to clients. ?QHHQualified Health HomeQuadrant PlacementQuadrant placement was defined using data that is routinely gathered in clinical care or available in administrative data sets (i.e., substance dependence diagnosis, Global Assessment of Functioning scores).?Revised Code of Washington (RCW)An RCW, or law, is the result of legislation that has been passed by the House and Senate and has been signed by the Governor. The Revised Code of Washington contains all laws that have been adopted in the State of Washington, as well as a history of all laws that have previously existed or been amended.SAMHSA Substance Abuse and Mental Health Services Administration?Service Episode?A service episode may be thought of as a container of services, which can be MH programs or SUD programs, a group of SUD programs that are related, or a combination of both MH and SUD services. The key boundary is that the services can only be provided by a single agency/provider. On the other hand, SUD programs occur within a single modality of service.?Service Episode End DateThe date the episode of care (container) ended/closed by a provider agency.?Service Episode Start DateStart of services provided to a particular client, that contracting MCO is authorized to pay for.SNOMEDSNOMED CT ((Systematized Nomenclature of Medicine--Clinical Terms)is a systematically organized computer processable collection of medical terms providing codes, terms, synonyms and definitions used in clinical documentation and reporting. SNOMED CT is considered to be the most comprehensive, multilingual clinical healthcare terminology in the world.SNOMED CT is one of a suite of designated standards for use in U.S. Federal Government systems for the electronic exchange of clinical health information.SUDSubstance Use Disorder?TARGETLegacy SUD System - Treatment and Assessment Reports Generation Tool?Transaction?A set of submitted data or date table. In the context of this guide it is the set of data denoted with a number (020.27 – Client Demographics).?Washington Administrative Code (WAC)Regulations of executive branch agencies are issued by authority of statutes. Like legislation and the Constitution, regulations are a source of primary law in Washington State. The WAC codifies the regulations and arranges them by subject or agency.?Withdrawal Management Services Professional services to people in the process of screening, assessing, preparing, planning, and monitoring of withdrawal symptoms. ? ................
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